Administrative VA

Job Summary

We are looking for a highly responsible and detail-oriented Administrative Assistant to support the day-to-day operations of a US-based real estate portfolio. This role centers on ownership: taking a task from start to finish, resolving issues independently, and closing loops without needing constant follow-up. The ideal candidate is organized, thorough, and proactive in finding alternative solutions when the first approach does not work.

Key Responsibilities

• Organize, file, and maintain receipts, payment confirmations, and supporting documentation in the correct locations
• Reconcile payments against bank records and resolve discrepancies independently before escalating
• Manage insurance policies end to end, including comparing providers, verifying coverage, and coordinating carrier changes
• Coordinate with utility providers, vendors, and service companies to set up and maintain accounts for properties
• Follow up on open items with third parties until they are fully resolved, not just until the first response is received
• Maintain and update internal process documentation and task guides
• Track recurring administrative tasks and ensure nothing is missed or left incomplete
• Flag issues with clear context and a proposed solution rather than an open question
• Communicate proactively about availability and schedule changes in advance

Mandatory Skills

• Proven ability to take a process from A to Z and complete it without step-by-step supervision
• Exceptional attention to detail and accuracy with documentation, records, and numbers
• Strong problem-solving skills, including the ability to think two steps ahead and find alternative routes when blocked
• Experience with administrative coordination involving external providers, vendors, or service companies
• Comfort working with financial records such as receipts, payments, and bank reconciliation
• Ability to apply feedback quickly and consistently without repeated correction
• Reliable, detail-oriented, and able to work independently
• Strong communication skills, including proactive updates on progress and availability

Preferred Skills

• Experience supporting US real estate operations and familiarity with related terminology
• Background in bookkeeping or payment tracking
• Experience creating or maintaining SOPs, guides, or process documentation
• Ability to manage multiple ongoing processes simultaneously

Why Join Us

This is a long-term opportunity to become a trusted right hand within a small, established operation where your work has visible impact. You will be given real ownership over your areas of responsibility, with room to grow your hours and scope over time. If you take pride in closing loops and getting things done properly, you will do well here.

Work Schedule

1PM – 5 PM CET