Virtual Administrative Assistant - Real Estate

Assist World · Philippines, South Africa · $700 – $800 · posted today ago

Listing supplied by Himalayas. 101 Careers did not originate this post and applications are handled by the employer.

About this role

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)