Virtual Administrative Assistant - Real Estate

Role Overview

We are sourcing a proactive and organised Virtual Administrative Assistant for a growing title agency based in the United States. The business owner is in the early stages of scaling her company and needs reliable support to free up her time from day-to-day admin tasks — allowing her to focus on business development and client relationships.

This is a part-time role with clear potential to grow into a full-time position as the business expands. The right candidate will be someone who thrives in a startup environment, is comfortable wearing multiple hats, and takes genuine ownership of the tasks assigned to them.

Key Responsibilities

• Email & Inbox Management
• Monitor, sort, and organise a high-volume Outlook inbox
• Set up and maintain folder structures and inbox rules
• Flag priority emails and action items for the business owner's attention
• Draft or respond to routine correspondence as directed
• Administrative & Data Entry
• 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

QuickBooks Support

• 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

Role Requirements

Experience

• 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
• Software & Tools
• 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)

Core Skills

• 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

Nice to Have

• 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)