Operations & Systems Manager (Documentation-Focused) Real Estate Portfolio – Long-Term Role

Operations & Systems Manager (Documentation-Focused)
Real Estate Portfolio – Long-Term Role

We are seeking ONE highly reliable, systems-driven professional to take full ownership of our business operations, documentation control, email management, and calendar systems.

This is NOT a task-based VA role.
This is an ownership-level position for someone who thrives on building structure, implementing processes, and running admin operations independently — without constant oversight.

You will take our existing business infrastructure (invoices, receipts, vendors, email, calendar, files) and ensure it is organized, documented, and running smoothly at all times.

WHAT YOU WILL OWN

Operations & Documentation Control
• Organize and maintain all invoices, receipts, contracts, and financial records
• Ensure every transaction has proper documentation attached and filed
• Keep all records audit-ready and easy to retrieve
• Prevent duplicate payments or missing documentation
• Build and maintain documentation systems that scale

Vendor & Billing Systems
• Audit vendor list (billing method, portals, invoice delivery)
• Enroll vendors in paperless billing where possible
• Ensure invoices are routed correctly to admin email
• Track billing cycles and due dates
• Maintain an accurate vendor tracker
• Log into vendor portals proactively to download statements

Bookkeeping Readiness
• Gather and upload invoices/receipts before the bookkeeper requests them
• Follow naming conventions and structured filing
• Ensure all financial documents are clean, complete, and properly categorized

Google Drive File Management (Online File Cabinet)
• Build and maintain a clean, logical folder structure
• Create and enforce naming conventions
• Organize by property, vendor, and year
• Prevent folder chaos and unstructured dumping


Email Management (Inbox Ownership)
• Fully organize and maintain inbox structure with labels and filters
• Create automation rules for vendors, billing, owners, and operations
• Ensure financial emails are captured and filed immediately
• Maintain inbox control — nothing important gets buried
• Proactively follow up and close loops

Google Calendar Management (Operational Control)
• Maintain a structured, organized calendar
• Track vendor deadlines, billing cycles, lease renewals, inspections
• Set reminders and follow-up safeguards
• Schedule and confir ---------- etings
• Protect leadership time through proactive planning

Systems & Process Development
• Build trackers and operational checklists
• Document workflows and SOPs
• Improve inefficiencies
• Create systems that reduce chaos and improve accountability
• Ensure the business runs smoothly without constant intervention

Executive Support (As Needed)
• Assist with coordination, follow-ups, and operational support
• Anticipate needs and handle administrative issues proactively

WHO WE ARE LOOKING FOR

• Extremely organized and systems-oriented
• Comfortable working with invoices, receipts, vendor bills, and financial documentation
• Strong experience managing professional email inboxes and Google Calendar
• High attention to detail — you catch errors before they become problems
• Independent and self-directed
• Proactive follow-up style — you close loops without being reminded
• Strong written English
• Comfortable overlapping US Eastern Time (11–5)
• Real estate or property management experience preferred

WHAT WE OFFER

Depending on experience
Long-term position with growth opportunities
Clear expectations and operational ownership
Trust and autonomy — no micromanagement

SCREENING QUESTION (REQUIRED)

You are given a Google Drive with 500+ unorganized files (invoices, receipts, contracts, vendor bills) and no structure.

Describe step-by-step how you would:

Organize it into a clean, scalable filing system

Create naming conventions

Prevent future disorganization

Proactively ensure invoices/receipts are captured before bookkeeping requests them

Applications without a detailed response will not be considered.

Reply with:
“Eastern hours 11–5”
to confirm you can work that overlap.