Real Estate Admin Assistant

Job Summary:
We have an opening for a highly responsible and detail-oriented Administrative Assistant to support the daily operations of a US-based real estate portfolio. This role is built on ownership: driving each task from start to completion, resolving issues without hand-holding, and closing loops with no need for constant follow-up. We need someone organized, thorough, and resourceful enough to find an alternative when the first approach falls through.

Key Responsibilities:

• Keep receipts, payment confirmations, and supporting documents organized, filed, and stored in the correct locations
• Cross-check payments with bank records and work out discrepancies independently before escalating
• Handle insurance policies from start to finish, including comparing providers, confirming coverage, and managing carrier changes
• Work with utility providers, vendors, and service companies to establish and maintain property accounts
• Pursue open items with third parties until they're fully closed out, not merely until a first response comes back
• Update and maintain internal process documentation and task guides
• Keep track of recurring administrative tasks so nothing is overlooked or left unfinished
• Bring issues forward with clear context and a recommended solution rather than an open question
• Share availability and schedule changes proactively and ahead of time

Mandatory Skills:

• Demonstrated 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 foresight to think two steps ahead and find other routes when blocked
• Background coordinating administrative work with external providers, vendors, or service companies
• At ease working with financial records such as receipts, payments, and bank reconciliation
• Ability to act on feedback quickly and consistently without needing repeated correction
• Diligent, detail-minded, and able to work without oversight
• Strong communication skills, including proactive progress and availability updates

Preferred Skills:

• Experience supporting US real estate operations and a working grasp of related terminology
• Background in bookkeeping or payment tracking
• Experience writing or maintaining SOPs, guides, or process documentation
• Ability to manage several ongoing processes in tandem

Why Join Us:
This is a long-term opportunity to become a trusted right hand in a small, established operation where your impact is easy to see. You'll receive genuine ownership of your areas of responsibility, with room to increase your hours and scope over time. If you take pride in closing loops and doing things the right way, you'll thrive here.