Stellar Virtual Assistant |Real Estate | Bookkeeper

Preparing a summary report of daily and weekly purchases. Records all purchase orders in QuickBooks. Ensures that item nomenclature is aligned with all departments. Tracks the shipment if it will arrive based on the target date and coordinates with inbound and logistics accordingly. Maintaining a record file of all the supplier offers. Monitoring and updating the database that records all the pictures and specification sheets of the item. Ensures that the supplier accreditation process is followed. Ensures the completeness and accuracy of data in the supplier database. Creating and submitting estimated costs weekly. Updates the database for duty rates per country per item. Performing other tasks from time to time.

Data Management and Analysis: Create, maintain, and update spreadsheets with large datasets Organize and structure data for easy analysis and reporting Clean and validate data to ensure accuracy and consistency Import and export data between Excel and other systems Formula and Function Creation: Build complex formulas using functions like VLOOKUP, INDEX/MATCH, SUMIF, COUNTIF Create nested formulas for advanced calculations Use logical functions (IF, AND, OR) for conditional analysis Apply financial and statistical functions for business calculations Reporting and Visualization: Design professional reports and dashboards Create charts, graphs, and pivot tables for data visualization Format spreadsheets for presentations and stakeholder review Generate automated reports using Excel templates

Document and Records Management Create, format, and edit documents, reports, and presentations Maintain physical and digital filing systems Organize and archive important records and documents Prepare meeting materials and distribute agendas Processing and preparing business permits, licenses, and employee requirements Office Operations Support Order and maintain office supplies and equipment Coordinate office maintenance and vendor services Assist with onboarding new employees Handle mail distribution and shipping coordination Daily Tasks Routine Administrative Duties Data entry and database maintenance Processing invoices and expense reports Preparing travel arrangements and itineraries Managing project timelines and deadlines Providing general support to team members Customer and Client Service Handle basic customer inquiries and complaints Process orders or service requests Maintain customer databases and contact information Follow up on client communications as needed

Conduct comparative market analysis (CMA) for multifamily properties Analyze property values using income, cost, and sales comparison approaches

Executive Calendar and Schedule Management: Manage complex calendars for executives or high-level professionals Schedule appointments, meetings, and conference calls Coordinate travel arrangements, including flights, hotels, and ground transportation Arrange business dinners, events, and client entertainment Communication and Correspondence: Screen and prioritize emails and messages Draft and send emails, letters, and other correspondence on behalf of the executive Handle confidential and sensitive information with discretion Serve as primary point of contact between executive and internal/external stakeholders

Bookkeeping and Transaction Management: Record daily transactions, including sales, purchases, and expenses Reconcile bank accounts and credit card statements in Xero Set up and manage chart of accounts structure Process invoices, bills, and payments through Xero Financial Reporting and Analysis: Generate profit and loss statements, balance sheets, and cash flow reports Create custom reports for management and stakeholder review Monitor key financial metrics and KPIs through Xero dashboards Prepare monthly, quarterly, and annual financial statements Accounts Receivable and Payable: Create and send invoices to customers using Xero templates Track overdue payments and manage collections process Enter and approve supplier bills and purchase orders Process employee expense claims and reimbursements

Visual Design and Layout: Create visually appealing website layouts using design principles Design responsive layouts that work on desktop, tablet, and mobile devices Choose appropriate color schemes, typography, and visual elements Create wireframes and mockups for website pages Ensure consistent visual branding across all web pages

Live Chat Customer Assistance: Respond to customer inquiries via live social media platforms in real time. Provide instant support for product questions, technical issues, and service requests Handle multiple chat conversations simultaneously Maintain quick response times (typically under 30-60 seconds) Problem Resolution: Troubleshoot technical issues and guide customers through solutions Process orders, returns, refunds, and account changes Escalate complex issues to appropriate departments or supervisors Follow up to ensure customer satisfaction and issue resolution

Data Input and Processing Enter information from physical documents into computer systems or databases Input data from various sources like forms, surveys, invoices, or handwritten records Transfer data between different software systems or formats Update existing records with new information

I have experience in social media moderation, where I was responsible for monitoring, reviewing, and responding to user-generated content across platforms like Facebook, Instagram, and Twitter. My main goal was to maintain a safe, respectful, and engaging environment for the online community while ensuring that all posts and comments complied with company guidelines and community standards. I handled customer inquiries, complaints, and feedback through direct messages and comment sections, responding promptly with a helpful and professional tone. I flagged or removed inappropriate content, spam, or policy violations, and escalated sensitive issues to the appropriate internal teams when necessary. I also tracked common concerns or feedback themes to help improve customer support strategies and content planning. My work required strong attention to detail, emotional intelligence, and fast decision-making—especially during high-traffic periods or brand-related crises.

Inbox Organization and Monitoring Monitor multiple email accounts and prioritize incoming messages Sort emails by urgency, importance, and department Filter spam, promotional emails, and non-essential communications Maintain organized folder structures for easy retrieval Set up email rules and filters for automatic sorting Email Response and Communication Draft and send professional responses on behalf of executives or departments Handle routine inquiries and redirect complex issues to appropriate staff Compose follow-up emails and acknowledgment messages Maintain consistent tone and brand voice in all communications Respond to emails within established timeframes (typically 24-48 hours) Calendar and Meeting Coordination via Email Schedule meetings and appointments through email correspondence Send meeting invitations and coordinate attendee responses Distribute meeting agendas and follow-up materials Manage calendar conflicts and reschedule appointments Send reminders and confirmations for upcoming events

Lead Generation: Scraping contact information (names, email addresses, and phone numbers) from social media, business directories, and public websites to build lead lists for sales or marketing teams. Market and Competitor Research: Extracting data on competitor pricing, product descriptions, reviews, or news to provide market insights. E-commerce and Product Data: Collecting product details, prices, images, and inventory information from online stores to manage catalogs or for price comparison. Data Organization and Cleaning: Filtering out irrelevant or duplicate information, cleaning the collected data, and organizing it neatly in spreadsheets (like Google Sheets or Excel) or a database. Reporting: Providing regular updates and reports on the data collected.

Keyword Research and Analysis Research relevant keywords using tools like Google Keyword Planner, Ubersuggest, or SEMrush Identify long-tail keywords with good search volume and low competition Analyze competitor keywords and content strategies Create keyword lists organized by topic and search intent Track keyword rankings and performance over time