Virtual Executive Assistant — Real Estate & Property Operations
The client real estate and construction business with a rental portfolio of roughly 50 properties, managed through a mix of about seven external property managers and some units he oversees directly. He also has active new-construction projects, is acquiring a franchise (101 Mobility — mobility ramps and lifts), and is setting up a recording studio. This is his first time hiring support, and he needs someone to take ownership of recurring admin and communications so he can focus on
the business.
Key Responsibilities
- Track mortgage payments across the rental property portfolio and follow up to keep
everything current.
- Monitor rent payments for self-managed tenants; flag late or missing payments and escalate
appropriately (e.g., routing to eviction process when needed).
- Keep organized records (currently Google Sheets) across ~7 property managers and ~50
rental units.
- Manage Rob's email inbox — organize, label, and respond on his behalf where appropriate.
- Manage his calendar and scheduling.
- Make and take phone calls with vendors, utility providers, and servicers — e.g., setting
up/tearing down utilities between tenants on construction turnovers.
- Provide general executive assistant support across Rob's ventures (construction, property
management, franchise acquisition, recording studio) — the day-to-day mix will be varied
and ad hoc.
- Help coordinate documentation and next steps with outside professionals (e.g., tax
structuring) — not performing the work itself, but keeping it moving.
- Help build out a simple, reliable tracking system for tenant and mortgage payments, with an
eye toward adopting dedicated software down the line.
What We're Looking For
- Prior experience as a VA or EA, ideally with exposure to real estate, property management,
or small business operations.
- Comfortable making and taking phone calls with vendors and service providers.
- Highly organized and able to manage multiple, sometimes competing priorities for one bu...