B-CPT-10733 Real Estate Operations & Executive Administrative VA (Bilingual)
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Title: Independent Contractor – B-CPT-10733 Real Estate Operations & Executive Administrative VA (Bilingual)/Business Support VA/Junior-Advanced Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
The client is a former real estate broker who currently manages multiple rental units and is seeking a Virtual Assistant based in Asia who can speak Spanish, or one based in Latin America, to support both business and personal administrative responsibilities. The role includes property management, administrative tasks, basic bookkeeping, personal schedule coordination, and simple social media posting for rental listings. The client will provide all content and templates for social media; the VA’s primary responsibility will be execution, posting, and coordination rather than content creation.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
1. Real Estate Brokerage Administration
- Maintain transaction files, compliance documents, disclosure packets, and brokerage records.
- Prepare listing paperwork, disclosures, contracts, and addenda using existing templates.
- Track transaction timelines and monitor critical deadlines, including inspections, financing contingencies, and closings.
- Coordinate showings, appointments, and scheduling with clients, agents, inspectors, and vendors.
- Order and track inspections, appraisals, title work, surveys, and HOA/Condo documentation.
- Enter and update MLS listings, including property details, descriptions, photos, and status changes (training provided).
- Draft routine correspondence for clients, lenders, title companies, and co-brokers.
- Maintain and update CRM records, contacts, and follow-up reminders.
- Organize and maintain digital files within Google Drive using consistent folder structures and naming conventions.
2. Property Management & Landlord Administration
- Maintain lease files and renewal calendars.
- Prepare lease agreements, renewals, and addenda using company templates.
- Respond to routine tenant inquiries and coordinate scheduling.
- Coordinate maintenance requests by communicating with vendors and tracking repairs through completion.
- Maintain vendor contact lists and repair histories.
- Coordinate move-in and move-out logistics.
- Maintain rent roll spreadsheets and lease tracking systems.
4. Short-Term & Mid-Term Rental Operations
- Manage listings across Airbnb, Furnished Finder, Zillow, Trulia, Redfin, and similar platforms.
- Update listing content, photos, availability, and pricing as directed.
- Maintain synchronized calendars using iCal.
- Respond promptly to guest inquiries and booking requests.
- Send check-in instructions, arrival information, and house rules using existing templates.
- Coordinate property turnovers with cleaning teams.
- Maintain guest tracking spreadsheets.
- Coordinate supply replenishment and report maintenance issues.
- Conduct post-stay follow-up and assist with guest communication.
5. Administrative Operations
- Manage Gmail inboxes and Google Calendar scheduling.
- Draft, edit, and organize documents using Google Docs and Google Sheets.
- Maintain spreadsheets, trackers, checklists, and internal documentation.
- Perform online research, vendor sourcing, pricing comparisons, and market support research.
- Answer phone calls and respond to messages when needed.
- Maintain accurate records and organized filing systems.
- Document Standard Operating Procedures (SOPs) as responsibilities are learned to improve operational efficiency and scalability.
Executive & Personal Assistant Support
Healthcare Coordination
- Schedule, confirm, and reschedule medical appointments.
- Coordinate referrals between healthcare providers and specialists.
- Verify insurance participation, referrals, and authorizations.
- Organize medical records, laboratory results, and intake paperwork.
- Maintain medical follow-up calendars and reminders.
- Prepare appointment summaries and question lists for upcoming visits.
Personal Executive Support
- Manage the owner's personal calendar alongside business commitments.
- Conduct travel research and coordinate flight, hotel, and itinerary bookings.
- Coordinate household and family scheduling.
- Complete remote personal errands, appointment scheduling, and research projects.
- Organize personal documents and contact information.
- Maintain complete confidentiality regarding all personal, family, and healthcare matters.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Advanced administrative or executive assistant experience.
- Experience supporting real estate professionals, property managers, or short-term rental businesses is highly preferred.
- Strong understanding of U.S. business communication and professionalism.
- Excellent written and verbal English communication skills.
- Outstanding organizational and time management abilities.
- Strong analytical thinking and problem-solving skills.
- Ability to prioritize multiple responsibilities independently.
- Highly proactive with excellent follow-through.
- Exceptional attention to detail.
- Ability to maintain confidentiality and professionalism at all times.
- Comfortable documenting and improving workflows through SOP creation.
- Willingness to learn new software and automation tools.
PREFERRED QUALIFICATIONS
- Experience in real estate transaction coordination.
- Property management or landlord administration experience.
- Experience supporting Airbnb or furnished rental operations.
- Familiarity with MLS systems (training provided).
- Experience using CRM platforms.
- Experience coordinating vendors and service providers.
- Experience supporting executives or business owners.
- Interest in automation and operational efficiency.
APPLICATION SOFTWARE KNOWLEDGE / REQUIRED TOOLS
Work Schedule
- Contracted Hours per Week: 20 Hours
- Scheduled Working Days: Monday through Friday
- Daily Working Time: 12 PM- 4 PM EST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Junior- Advanced Level
- Contracted Hours per Week: 20 hours/week
- Daily Working Time: 12 PM-4 PM EST
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: Female
- LANGUAGES SPOKEN/PREFERENCE: English/Spanish (Bilingual)
- ACCENT PREFERENCE: Level A–B (Excellent Written and Spoken English)
- REGION PREFERENCES: South America and the Philippines
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!