Real Estate Virtual Assistant

We are seeking a highly organized, proactive, and detail-oriented Real Estate Virtual Assistant to support our client's property restoration management operations.

In this role, you will serve as the central hub for our inbox communications, maintain precise financial records in QuickBooks, coordinate project updates, review estimates, and ensure our administrative workflows run seamlessly.

Compensation & Benefits:

• Starting Rate: $4.50 - $5.00 per hour
• Health Allowance
• Retention bonus
• Performance-based pay raises (Month 3, Years 1 and 2)

Core Responsibilities:

Email & Communication Management

• Monitor, organize, and manage primary email inboxes using template responses and custom messaging.
• Respond promptly to inquiries regarding rental properties, vendor outreach, and general business correspondence.
• Follow up with leads, local networking contacts, and insurance agents on regular outreach cadences.

Estimate Review & Xactimate Auditing

• Review completed Xactimate estimates to ensure accuracy, proper scoping, and that all necessary line items are fully captured.
• Review insurance adjusters estimates to verify accuracy and ensure alignment with required project scopes.
• Coordinate with external contractors (e.g., Fiverr partners) who build the estimates to ensure timely delivery and completeness.

Financial Data & QuickBooks Management

• Log, categorize, and reconcile daily financial transactions using QuickBooks.
• Maintain accurate spreadsheets for vendor lists, business leads, and property data.
• Assist with basic invoicing, payment tracking, and receipt logging to keep financial records audit-ready.

Real Estate & Project Coordination

• Track job progress and property updates across active projects using management tools (e.g., Buildium).
• Coordinate communication between property managers, field personnel, and external parties (such as insurance adjusters).

Lead Tracking & Administrative Support

• Monitor online community groups and social platforms for business leads and pass qualified opportunities to management.
• Support ongoing digital referral campaigns, social media engagement initiatives, and local networking efforts

Mandatory Requirements:

Experience: 2+ years of experience in executive/virtual administrative support, ideally within real estate, property management, or contracting.

Accounting Software: Proficiency with QuickBooks (Online or Desktop) for transaction entry and financial organization.

Email & Tech Tools: High proficiency with Gmail, Google Workspace (Sheets, Docs), and general spreadsheet management.

Communication: Exceptional written and verbal English communication skills with a client-focused demeanor.

Preferred Experience: Familiarity with property management software (Buildium) and insurance estimate platforms (Xactimate) is a strong plus.