Virtual Administrative Assistant - Real Estate

Email & Inbox Management

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  Monitor, sort, and organise a high-volume Outlook inbox

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  Set up and maintain folder structures and inbox rules

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  Flag priority emails and action items for the business owner's attention

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  Draft or respond to routine correspondence as directed

• Perform accurate data entry across business systems

• Organise and rename digital files uploaded to Google Drive

• Ensure documents are correctly filed and easy to locate

• Assist with scanning, uploading, and categorising receipts and financial documents

• Create and send invoices based on provided information

• Record payments following step-by-step instructions from the business owner

• Support basic data entry in QuickBooks across two business entities

• Note: Full bookkeeping responsibilities are not required at this stage — instructions will be provided

Scheduling & Calendar (Growth Area)

• Assist with scheduling meetings and managing appointments as the role evolves

• Coordinate calendars and send meeting invites as required

• Support business development activity by helping organise outreach and follow-ups

General Operations Support

• Create simple flyers or documents as requested

• Assist with ad hoc admin tasks and projects as they arise

• Proactively identify ways to streamline and improve day-to-day operations

• Minimum 3–4 years of experience in a virtual assistant, administrative, or operations support role

• Proven track record of managing high volumes of administrative tasks independently

• Experience working remotely with US-based clients or businesses preferred

• Outlook — proficient in inbox management, folder structures, and calendar use (Required)

• Google Drive — confident in file organisation and document management (Required)

• QuickBooks — basic data entry and invoicing experience (Required; full bookkeeping not necessary)

• Microsoft Office / Google Workspace — general proficiency (Required)

• Highly organised with strong attention to detail

• Excellent written communication skills in English

• Comfortable working autonomously with minimal supervision

• Adaptable and willing to take on new tasks as the business grows

• Discretion and professionalism when handling sensitive business information

• Experience supporting a business owner in a startup or early-stage company

• Familiarity with basic bookkeeping concepts and financial record-keeping

• Experience creating simple marketing materials or flyers

• Background in real estate, title or legal admin (not required)