Virtual Operations Assistant – Property Management, Contracts, Light Accounting & Tax Appeal Support (Commercial Real Es

Virtual Operations Assistant – Property Management, Contracts, Light Accounting & Tax Appeal Support (Commercial Real Estate)

Location: Remote (Philippines preferred; open to other locations)
Type: Full-Time, Long-Term
Schedule: Monday–Friday, 40 hrs/week, U.S. Pacific Time overlap required
Pay: $800–$1,050/month (DOE) + 13th Month Pay + Performance Bonuses
About Us
We are a U.S.-based commercial real estate brokerage and property management firm supporting investors with leasing, operations, reporting, and tenant/vendor coordination. We also assist clients with commercial property tax appeals, which requires strong Excel skills and accuracy.
We’re looking for a reliable, detail-oriented Virtual Operations Assistant to support operations across:
Admin + CRM + systems
Property management coordination
Contracts & document handling
Light accounting & reporting
Excel-heavy tax appeal support
Basic marketing execution using templates

This is a long-term role for someone who thrives in structured, detail-driven work and wants room to grow.
Role Overview

You’ll help keep our systems, spreadsheets, property files, tenant data, and reporting workflows organized and accurate. A key part of this role is Excel and property data work, including tax appeal prep (data cleanup, summaries, comparisons, and packet organization).
Marketing support is execution-only using templates and content we provide.

Typical workload:
• ~50% Admin/CRM/Operations
• ~25% Property Management Support
• ~15% Tax Appeal + Excel Data Support
• ~10% Light Accounting/Reporting
• ~5% Marketing execution

Key Responsibilities
1) Operations & Admin (Core)
• Maintain clean digital systems (Google Drive, property folders, naming)
• Update CRM (contacts, accounts, deals, properties)
• Inbox support: flag priorities, draft responses, track follow-ups
• Scheduling, reminders, task tracking, and coordination
• Create/update SOPs and checklists
• Draft/edit professional client communications

2) Property Management Support
• Maintain rent rolls, tenant rosters, lease dates, renewals, and key deadlines
• Coordinate vendors and service requests; track follow-ups
• Support owner/management updates and reporting summaries
• Document tenant/vendor communication and keep files organized

3) Tax Appeal + Property Data Support (Excel-Heavy)
• Build/maintain Excel trackers and analysis sheets
• Compile assessor values, tax history, income/expense data, and comps
• Clean datasets, standardize formats, and identify inconsistencies/outliers
• Create summaries/comparisons across tax years
• Organize supporting documents and appeal packets
• Track deadlines and outcomes

Note: You don’t need to be a valuation expert, but you must be strong in Excel and comfortable with property/financial data.

4) Light Accounting & Reporting
• Track rent payments and tenant balances
• Organize invoices, receipts, and vendor bills
• Assist with basic income/expense summaries and reconciliations
• Data entry into accounting/PM tools (training provided)

5) Contracts & Document Coordination
• Draft/edit leases and agreements using templates
• Track expirations, renewals, and signature workflows
• Coordinate DocuSign/Adobe Sign
• Maintain confidentiality and clean filing systems

6) Basic Marketing Execution (Small Portion)
• Update flyers/materials using Canva/PowerPoint templates
• Upload/update listings (LoopNet, CoStar, website — training provided)
• Organize marketing assets and schedule posts/emails when provided content

Excel Skills Required
You should be comfortable with:
• Pivot Tables
• VLOOKUP/XLOOKUP
• IF formulas + nested formulas
• Sorting/filtering large datasets
• Data cleanup and formatting consistency
• Spotting errors in financial/property records

Requirements
• 3+ years experience as a VA, Admin/Operations Assistant, or Property Management Assistant
• Excellent written and spoken English (professional tone)
• Strong organizational skills + attention to detail
• Strong Excel / Google Sheets skills
• Comfortable working with contract templates
• Reliable internet (50+ Mbps), webcam, quiet workspace
• Availability for U.S. Pacific Time overlap (Mon–Fri)
Benefits
• $800–$1,050/month (DOE)
• 13th Month Pay
• Performance bonuses
• Paid holidays
• Long-term growth opportunity with a stable U.S. company

How to Apply (Important)
Subject line: “Operations VA 2026 – [Your Full Name]”
Please send:
1. A 2–3 minute Loom video introducing yourself
2. Your resume
3. OnlineJobs.ph profile link (if applicable)
4. Short cover letter answering:
o Why you’re a fit for operations + property admin work
o Your Excel/data experience (tax, rent rolls, financial data, etc.)
5. Internet speed test result
6. Your Pacific Time overlap availability
Optional: sample spreadsheets, reports, checklists, or templates you’ve worked on.

Incomplete applications will not be considered.

Attention to Detail Filter
Include the phrase “I’m detail-driven.” in the first line of your cover letter.