Overview:
We are seeking a sharp, proactive, and highly organized Virtual Assistant to support a growing real estate investment and property management business managing approximately 30 single-family homes in Jacksonville, Florida. This role combines property management support, bookkeeping assistance, and executive assistant responsibilities. The ideal candidate is adaptable, detail-oriented, an excellent communicator, and capable of working independently while handling multiple operational tasks efficiently.
Schedule:
- Monday–Thursday: 10:30 AM – 4:30 PM EST
- Friday: Reduced hours/flexible schedule
- Critical communication windows:
– 9:30 AM – 11:30 AM EST
– 3:30 PM – 4:30 PM EST
Key Responsibilities:
Property Management Support
- Handle tenant communication via phone, email, and messaging
- Assist with rent collection follow-ups and payment tracking
- Coordinate maintenance requests with vendors and tenants
- Track repair statuses and ensure timely completion
- Maintain organized property records and documentation
- Support lease administration and general property operations
Bookkeeping & Administrative Support
- Track mortgage payments, expenses, and operational costs
- Assist with bookkeeping and financial data organization
- Update spreadsheets and maintain accurate records
- Organize invoices, receipts, and related documents
- Prepare reports and operational summaries as needed
Executive Assistant Responsibilities
- Manage schedules, reminders, and follow-ups
- Conduct online research, including property searches
- Assist with task coordination and workflow management
- Handle miscellaneous administrative and operational tasks
- Respond promptly to calls, messages, and voice notes
Systems & Process Management
- Help implement and maintain workflow systems such as Rent Manager
- Assist in creating SOPs and operational documentation
- Identify inefficiencies and recommend process improvements
Qualifications:
- Excellent verbal and written English communication skills
- Strong organizational and multitasking abilities
- Bookkeeping or accounting experience preferred
- Property management experience is a plus
- Ability to learn new software and systems quickly
- Strong attention to detail and follow-through
- Ability to work independently with minimal supervision
- Comfortable handling confidential information
- Proactive problem-solving mindset
Preferred Experience:
- Property management support
- Real estate administrative support
- Bookkeeping or financial tracking
- Executive assistant experience
- Experience with Rent Manager or similar CRM/property management software
Success Metrics:
Within the first 30–60 days, the successful candidate should:
- Independently manage assigned operational tasks
- Improve organization and workflow consistency
- Maintain timely communication with tenants and vendors
- Accurately track payments, maintenance, and records
- Reduce the client’s daily administrative workload
- Demonstrate reliability, responsiveness, and initiative
