Property Operations, AI & Process Improvement Virtual Assistant

Property Operations, AI & Process Improvement Virtual Assistant
Part-Time Position With Opportunity to Grow to Full-Time

Steadvera Group is seeking a highly organized, analytical and technology-oriented Virtual Assistant to support our growing real-estate, furnished-rental, asset-management and consulting operations.

This position will begin at approximately 20 hours per week at $5 USD per hour. For the right person, the position is intended to grow into a stable 30- to 40-hour-per-week long-term role.

This is not a basic data-entry position. We need someone who can manage detailed assignments while also thinking critically, solving problems, analyzing information, conducting research and recommending practical solutions.

The successful candidate will support several areas:

Short-term and mid-term rental operations
Property launch and project coordination
Booking and calendar administration
Financial and accounting administration
Tax-strategy documentation coordination
Artificial intelligence and automation
Website updates and digital support
Lean manufacturing and Operational Excellence projects
Root-cause analysis and structured problem-solving
Data analysis, reporting and savings tracking

The person selected will coordinate and support operations but will not have final executive authority. Final business, legal, tax, contractual and financial decisions will remain with the owner or an authorized family leadership representative.

Primary Responsibilities
Property Launch and Project Coordination
Build and maintain the Steadvera Property Launch Master Plan.
Create separate launch checklists for each property and rental unit.
Track furniture, appliances, supplies, utilities, internet, smart locks, security systems, photography, inspections, listings and launch dates.
Convert instructions into clear tasks with an owner, priority, due date and status.
Follow up on overdue assignments.
Identify risks, missing information and tasks that could delay a property launch.
Maintain a master dashboard covering all properties and business entities.
Prepare a weekly status report showing completed work, open tasks, overdue items, risks and decisions needed from the owner.
Short-Term and Mid-Term Rental Operations
Support the administration of short-term and mid-term furnished rental properties.
Maintain accurate booking, occupancy and guest records.
Coordinate availability across Airbnb, Furnished Finder, direct bookings and other platforms.
Immediately block unavailable dates on all applicable calendars after a reservation is confirmed.
Review calendars for overlapping reservations and double-booking risks.
Track inquiries, reservations, extensions, cancellations, arrivals and departures.
Coordinate cleaning, inspection and maintenance schedules around guest stays.
Maintain records of average nightly rates, monthly rates, average length of stay, occupancy and booking lead time.
Assist with the setup and administration of property-management software or a channel manager.

Experience with Airbnb, Furnished Finder, hospitality, corporate housing, short-term rentals or mid-term rentals is strongly preferred.

Property Listings and Guest Communications
Create, upload, review and update furnished-rental listings.
Review property descriptions, titles, amenities, photographs, fees, house rules and local-area information.
Research listing keywords and ways to improve booking visibility.
Draft professional guest messages for inquiries, confirmations, check-in, check-out, extensions, maintenance concerns and payment reminders.
Maintain approved guest-message templates.
Identify situations that require owner review or approval.
Pricing and Market Research
Research local peak seasons and demand patterns.
Maintain a calendar of graduations, festivals, sporting events, holidays, conferences, hospital demand, corporate projects and other events affecting rental demand.
Review comparable furnished rental listings.
Track competitor pricing, amenities, availability, fees and minimum-stay requirements.
Analyze occupancy, booking lead time, nightly rates and length of stay.
Prepare recommendations for peak-season pricing, weekday and weekend rates, extended-stay discounts, opening promotions and minimum-stay requirements.
Support all recommendations with clear facts and data.
Obtain owner approval before making significant pricing changes.
Cleaning, Maintenance and Vendor Coordination
Maintain an organized directory of cleaners, contractors, maintenance technicians, landscapers and other vendors.
Schedule cleaning, inspection, repair and maintenance appointments.
Confirm appointments and follow up until work is completed.
Collect invoices, receipts, photographs and completion documentation.
Maintain an open work-order tracker.
Escalate urgent property, guest, safety, electrical, plumbing, security or HVAC issues.
Identify repeated problems that may require root-cause analysis.
Inventory and Inspection Management
Maintain a room-by-room inventory for each property.
Track furniture, appliances, electronics, linens, kitchen supplies, bathroom supplies, décor, safety equipment and consumable supplies.
Record purchase dates, costs, warranties, model numbers and serial numbers when available.
Maintain turnover and inspection checklists.
Review inspection reports and photographs.
Identify missing, damaged, worn or low-stock items.
Prepare purchasing and replenishment recommendations.
Track recurring damages, shortages or replacement needs.
Tenant Billing and Accounts Receivable
Review utility bills for a long-term rental property.
Calculate amounts tenants are required to reimburse.
Prepare monthly tenant invoices for owner approval.
Prepare and track a $300 administrative fee associated with adding another occupant to a lease.
Track invoice dates, due dates, payments and outstanding balances.
Maintain supporting documentation and tenant correspondence.
Send approved invoices and payment reminders.
Escalate overdue balances or disputes to the owner.
Finance and Accounting Administration

A finance, accounting, bookkeeping or business background is strongly preferred.

Responsibilities may include:

Organizing income and expense records
Coding expenses by property, company, vendor and category
Maintaining accounts-payable and accounts-receivable trackers
Matching receipts to transactions
Identifying missing receipts or documentation
Organizing bank and credit-card reconciliation packages
Preparing property-level financial summaries
Comparing budgeted costs with actual costs
Tracking furnishing, launch and operating expenses
Tracking booking-platform payouts and fees
Preparing occupancy, revenue, expense and cash-flow reports
Coordinating with the company’s bookkeeper, accountant and tax professionals

The candidate should understand basic concepts such as revenue, operating expenses, capital expenditures, accounts payable, accounts receivable, cash flow, profit and loss, net operating income, return on investment and break-even analysis.

Experience with QuickBooks Online, Stessa, Microsoft Excel, Google Sheets or similar financial systems is preferred.

Tax-Strategy Documentation Coordination

The company will work with qualified accountants, CPAs, attorneys and tax professionals to evaluate and implement approved real-estate tax strategies.

The Virtual Assistant will not provide tax or legal advice. The assistant will coordinate the administrative documentation needed by the owner and professional advisors.

Responsibilities may include:

Maintaining a tax-strategy action tracker
Recording recommendations received from qualified professionals
Converting approved recommendations into tasks and deadlines
Coordinating documentation requested by the CPA or accountant
Organizing property closing statements and purchase documents
Tracking property placed-in-service dates
Organizing furniture, appliance, renovation and improvement invoices
Maintaining fixed-asset and purchase records
Organizing mortgage interest, property tax, insurance and utility records
Maintaining reservation histories and average-length-of-stay reports
Maintaining owner participation and property-activity logs when directed
Coordinating cost-segregation documents
Collecting year-end booking-platform statements
Identifying missing documentation
Preparing organized document packages for the accountant or CPA
Following up on outstanding questions and action items

The assistant must understand the difference between organizing tax documentation and providing tax advice. Final classifications, elections, deductions and tax decisions must be made by qualified professionals.

Artificial Intelligence and Automation

Strong experience using artificial intelligence tools is preferred.

Responsibilities may include:

Using ChatGPT and other approved AI tools for research, drafting, summaries, data organization, property descriptions, spreadsheet formulas and report preparation
Creating reusable prompts and AI-assisted workflows
Verifying AI-generated information before it is used
Identifying repetitive work that could be automated
Creating templates, checklists, forms and standard operating procedures
Documenting workflows so they can be repeated consistently
Protecting confidential information and following company rules regarding AI use

Applicants should be prepared to explain which AI tools they have used and provide examples of how they used them to improve productivity.

Website and Digital Support
Assist with updates to company and property webpages.
Add or revise approved text, photographs, FAQs, property details and local-area information.
Review webpages for broken links, outdated information, missing content, formatting problems and spelling errors.
Review webpages for mobile presentation and ease of use.
Maintain a website-change tracker.
Coordinate updates with the company’s web designer.
Assist with basic search-engine optimization and keyword research.
Support landing pages, contact forms and property-information pages.

Experience with WordPress, Wix, Squarespace or similar platforms is preferred. Basic HTML or CSS knowledge is helpful but not required.

Lean Manufacturing, Engineering and Operational Excellence Support

Experience supporting manufacturing, engineering, quality, supply-chain, continuous-improvement or Operational Excellence teams is strongly preferred.

Assignments may include:

Maintaining Lean Six Sigma and continuous-improvement project trackers
Organizing plant-level savings projects and action plans
Tracking project targets, actual performance, forecasts and validated savings
Preparing project charters, timelines and executive summaries
Maintaining DMAIC documentation
Cleaning, organizing and validating operational data
Preparing charts, dashboards, Pareto analyses and trend summaries
Creating process maps and SIPOC diagrams
Supporting A3 problem-solving documentation
Maintaining corrective-action trackers
Tracking risks, countermeasures, owners and due dates
Preparing meeting notes and action-item reports
Following up with project-tea ---------- mbers
Preparing PowerPoint presentations and Excel reports
Supporting return-on-investment, payback and cost-benefit calculations
Distinguishing estimated savings from implemented and financially validated savings
Identifying missing data, inconsistencies and unsupported assumptions
Researching manufacturing technologies and process-improvement opportunities

Applicants are not expected to independently solve complex technical engineering problems. However, they must be able to understand instructions, analyze data, ask intelligent questions and organize technical information accurately.

Root-Cause Analysis and Structured Problem-Solving

The successful candidate must be able to investigate problems rather than simply report them.

The candidate should be able to:

Define a problem clearly
Gather relevant information and data
Separate facts from assumptions
Identify possible causes
Determine the most likely root cause
Recommend corrective and preventive actions
Follow up to verify whether the solution worked
Document lessons learned

Experience with several of the following tools is strongly preferred:

5 Whys
Fishbone or Ishikawa diagrams
Pareto analysis
Process mapping
SIPOC
Value-stream mapping
FMEA
PDCA
DMAIC
A3 problem solving
Kaizen
5S
Standard work
Corrective and preventive action
Risk assessment
Control plans
KPI dashboards
Waste and cost reduction
Productivity analysis
Downtime analysis
Quality improvement
Cost-benefit and return-on-investment analysis

Formal Lean Six Sigma certification is helpful but not required.

Required Qualifications
Strong written and spoken English
Excellent reading comprehension
Excellent organization and attention to detail
Strong critical-thinking and problem-solving skills
Ability to investigate issues and recommend solutions
Strong Microsoft Excel or Google Sheets skills
Ability to use formulas, filters, conditional formatting and pivot tables
Ability to organize and analyze business data
Experience using ChatGPT or other AI tools
Ability to verify AI-generated information
Strong online research skills
Experience with project-management software
Professional written communication
Ability to manage multiple priorities and deadlines
Ability to work independently
Reliable computer and internet connection
Backup plan for internet or power interruptions
Ability to maintain confidentiality
Willingness to learn new systems
Availability for some overlap with the U.S. Eastern Time Zone
Interest in stable, long-term employment
Strongly Preferred Experience

Experience in several of the following areas is preferred:

Short-term rental management
Mid-term rental management
Airbnb
Furnished Finder
Corporate housing
Residential property administration
Hospitality operations
Property-management software
Booking-calendar coordination
Finance or accounting
Bookkeeping administration
QuickBooks Online
Stessa
Property-level financial reporting
Tax-document organization
Website administration
WordPress, Wix or Squarespace
AI-assisted workflow development
Data analysis
Lean manufacturing
Lean Six Sigma
Operational Excellence
Root-cause analysis
Manufacturing or engineering support
Savings analysis
Executive reports and presentations

Applicants do not need to have experience in every area. Candidates with excellent analytical ability, strong technology skills and the ability to learn quickly are encouraged to apply.

Characteristics of the Ideal Candidate

The ideal candidate:

Thinks before acting
Reads and follows instructions carefully
Takes ownership of assignments
Does not need repeated reminders
Notices missing information and inconsistencies
Asks thoughtful questions
Researches reasonable questions independently
Verifies facts and calculations
Communicates problems early
Presents possible solutions with problems
Understands priorities
Accepts feedback professionally
Learns from mistakes
Documents repeatable processes
Protects confidential information
Wants to grow with the company
Is interested in progressing from part-time to full-time
Position Authority and Limitations

This is an operations support and coordination role, not an executive position.

The person hired may organize information, coordinate assignments, conduct research, prepare analyses and recommend solutions.

The person may not, without owner authorization:

Sign contracts
Commit the company to significant expenses
Change company policies
Make final pricing decisions
Approve major refunds
Hire or terminate vendors
Provide legal or tax advice
Make final financial or accounting decisions

Final authority remains with the company owner or an authorized family leadership representative.

How to Apply

Please submit all of the following:

A brief introduction.
Your résumé or OnlineJobs.ph profile.
Your experience with short-term rentals, mid-term rentals, real estate, hospitality or property management.
Your finance, accounting or bookkeeping experience.
Your experience with manufacturing, engineering, Lean, Six Sigma or Operational Excellence.
The root-cause-analysis and problem-solving tools you have used.
The AI tools you have used and specific examples of how you used them.
Your Excel or Google Sheets skill level.
The project-management tools you have used.
Your website design or administration experience.
Examples of trackers, dashboards, reports, process maps, financial analyses or presentations you have created.
Your available working hours in Philippine Time.
The hours you can overlap with U.S. Eastern Time.
Your current internet speed and backup plan.
Confirmation that you accept the starting rate of $5 USD per hour for approximately 20 hours per week.
Confirmation that you are interested in growing into a 30- to 40-hour-per-week position.