Virtual Assistant

Hello - We are excited to meet you! Our company maintains 100+ technicians who use specialized equipment to digitally document buildings in the United States and around the world.

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Virtual Assistant – Operations Specialist

Remote | Full-Time / Contract (Flexible Based on Candidate)

About our company:

We are a leading provider of 3D reality capture and digital twin solutions, serving clients across multi-family, senior living, home development, retail, hospitality, insurance, AEC (architecture, engineering, construction), and commercial real estate sectors.

Since 2017, we have built a reputation for delivering high-quality results with speed, precision, and exceptional customer service. Our team thrives in a fast-paced, high-volume production environment where accuracy, accountability, and proactive execution are critical.

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Role Summary

The **Virtual Assistant – Operations Specialist** is a critical support role within our operations team, serving as a digital backbone for day-to-day execution across multiple departments.

This is not a passive administrative role—we are seeking a **high-capacity, detail-driven executor** who can anticipate needs, manage complex workflows, and maintain accuracy across systems while supporting a growing national operation.

You will play a key role in maintaining data integrity, supporting project workflows, managing digital assets, and ensuring operational efficiency across platforms such as AIRTABLE, social media channels, and internal systems.

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Key Responsibilities

Operations & Database Management

* Manage and maintain **AIRTABLE databases**, ensuring accuracy, organization, and real-time updates
* Perform high-volume **data entry** with precision and consistency
* Monitor and update internal systems, ensuring data integrity across projects and clients
* Identify inefficiencies in workflows and recommend process improvements

Project Coordination & Execution

* Support project management workflows, tracking job progress, deadlines, and deliverables
* Coordinate internal tasks to ensure projects move efficiently from scheduling to delivery
* Assist with onboarding new projects, clients, and vendors
* Maintain clear documentation and status updates across all active jobs

Digital & Social Media Management

* Manage and update company **social media platforms** with consistent, on-brand content
* Assist in planning and executing content calendars
* Monitor engagement and performance metrics

Graphic Design & Marketing Support

* Create marketing materials, graphics, and branded assets as needed
* Support sales and operations teams with presentation materials and digital content
* Ensure brand consistency across all visual outputs

SEO & Website Support

* Assist with **SEO optimization efforts**, including content updates and keyword implementation
* Maintain website accuracy, including service pages, portfolios, and updates
* Monitor and report on basic SEO performance metrics

Executive & Operational Support

* Provide administrative and operational support to leadership as needed
* Assist with reporting, KPI tracking, and performance data
* Help maintain organization across multiple ongoing initiatives

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What We’re Looking For

Core Competencies

* Exceptional **attention to detail** and organizational skills
* Strong **sense of urgency** and ability to meet deadlines in a fast-paced environment
* Ability to **multi-task and pivot quickly** without sacrificing accuracy
* Proactive mindset with strong problem-solving capabilities
* Clear and professional written and verbal communication skills

Technical Skills

* Experience with **Airtable** or similar database/CRM tools (required)
* Proficiency in **Microsoft Office / Google Workspace**
* Familiarity with **social media management tools**
* Basic to intermediate **graphic design skills** (Canva, Adobe, or similar)
* Understanding of **SEO fundamentals**

Experience

* 3–5+ years in a **virtual assistant, operations, or administrative role**
* Experience supporting **operations, project management, or sales teams** preferred
* Experience in **real estate, media production, or technology-driven services** is a plus

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Work Environment & Expectations

* Fully remote position
* Medium to High-volume, deadline-driven environment
* High level of accountability and autonomy
* Direct collaboration with leadership and cross-functional teams
* Opportunity to grow within a rapidly scaling company

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>>>> Why Join Reality Capture Experts?

* Be part of an industry-leading company in 3D reality capture and digital twin technology
* Work in a fast-growing, innovative environment
* Gain exposure to large-scale national projects and clients
* Join a team that values **precision, speed, and long-term relationships**

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Please submit your resume along with a brief overview of your experience and why you would be a strong fit for our company.

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