Operations & Executive Assistant – Real Estate

Hours: Part-Time to Start, with Opportunity to Grow to Full-Time
Schedule: Must overlap substantially with U.S. business hours
Pay: $3.50–$5.00 USD/hour, depending on experience

About the Role

Hi! I own a U.S.-based real estate investment company and am looking for a reliable, organized, and proactive Operations & Executive Assistant to join my team long-term.

This is a hands-on operations role that combines administrative support, financial tracking, QuickBooks Online, reporting, and communication with property managers, vendors, tenants, and other business contacts.

This is not a bookkeeping-only role. While accounting support and financial accuracy are important parts of the position, the broader responsibility is helping keep the business organized and moving forward: monitoring outstanding items, following up, communicating with third parties, maintaining accurate records, and taking ownership of recurring responsibilities.

I am looking for someone who enjoys solving problems, working with numbers, communicating professionally, and following things through to completion.

The position will begin part-time, with the goal of growing into a full-time, long-term role as you learn the business, become proficient in our systems, and take on greater responsibility.

Key Responsibilities
Track rents, mortgage payments, utilities, insurance, invoices, and other recurring financial obligations
Calculate prorated rents, balances, late fees, and payment summaries
Assist with QuickBooks Online updates and bookkeeping-related tasks
Assist with accounts receivable, accounts payable, invoicing, and collections
Support bank and credit card reconciliations and financial reporting
Maintain accurate spreadsheets, reports, and internal tracking systems
Monitor outstanding payments and provide status updates
Identify discrepancies, missing information, and unresolved items and help determine the appropriate next steps
Communicate professionally with property managers, vendors, tenants, and other third parties by phone and email
Follow up on outstanding items until they are resolved
Assist with inbox management and general administrative support
Maintain organized company files and documentation in Google Drive
Follow established processes and SOPs while using good judgment
Escalate issues appropriately while continuing to keep projects and responsibilities moving forward
What I'm Looking For

You do not need to know every aspect of this position on your first day. Training will be provided, and I am willing to invest time in someone who is capable, honest about what they know and don't know, and genuinely interested in learning the business.

You should have relevant experience in one or more of the following areas:

QuickBooks Online or similar accounting software
Bookkeeping or accounting support
Accounts receivable/accounts payable
Billing, invoicing, or collections
Financial administration or payment tracking
Administrative or operations support

Hands-on QuickBooks Online experience is strongly preferred. Experience with transaction categorization, bank or credit card reconciliations, journal entries, invoicing, AR/AP, or financial reports is a plus.

Real estate experience is helpful, but not required if you have a strong financial/administrative foundation and are willing to learn.

The Right Person Will Be
Honest and comfortable saying when they don't know something
Highly organized and attentive to details
Proactive about following up rather than waiting to be reminded
Comfortable taking ownership of recurring responsibilities
Able to manage multiple priorities
Comfortable working independently and solving problems
Strong with basic math and financial information
Proficient with Microsoft Excel and Google Sheets
Clear and professional in both written and spoken English
Comfortable communicating by both phone and email
Comfortable following SOPs while exercising good judgment
Interested in a stable, long-term position and growing into greater responsibility over time
Work Schedule & Remote Setup

This position requires substantial overlap with U.S. business hours, which means working overnight hours in the Philippines.

You should have a schedule that allows you to be fully awake, rested, focused, and consistently available during your scheduled working hours.

Because this position involves financial records, multiple systems, calls, and video meetings, you must also have:

Reliable high-speed internet
A reliable computer
Dual monitors
A quiet, professional, distraction-free workspace
A backup internet connection and/or backup power solution
A setup suitable for professional phone and video calls
Comfort using a time-tracking system
Comfort appearing on camera for internal meetings

OnlineJobs.ph ID Proof Score of 80 or higher preferred.

Hours & Compensation

The position will begin at approximately 20 hours per week, with the opportunity to increase hours as you become trained and take ownership of more responsibilities.

The long-term goal is for this position to grow into approximately 40 hours per week.

Starting compensation is $3.50–$5.00 USD/hour, depending on relevant experience and current skill level.

I believe in developing good employees and building long-term working relationships. As you become proficient, work more independently, and take on greater responsibility, there will be opportunities to review both your responsibilities and compensation.

How to Apply

Please begin your application with the phrase:

“I read the full post.”

Then please provide:

Your resume
A short video introduction
Internet speed test screenshot
1-minute typing test screenshot showing both speed and accuracy
Your current employment status. If you currently work for any other employers or clients, please include approximately how many hours per week you work for them.
The U.S. business hours you are consistently available to work.
Please describe exactly what you have personally done in QuickBooks Online or another accounting system. Which tasks can you perform independently today, and which would you still need training on?
Tell me about one specific payment, invoice, accounting, or financial discrepancy you personally caught in a previous position. What was wrong, how did you discover it, and what did you do to resolve it?
Imagine you realize on Friday that an important payment or task that should have been completed earlier in the week is still outstanding, but your manager has not noticed it. What would you do?
Please confirm that you have a dual-monitor setup and a quiet workspace suitable for professional calls and video meetings.
Please briefly describe your backup internet and/or backup power setup.
Please confirm that you are comfortable with time tracking.

If you provide Google Drive links, please check the sharing settings before submitting your application to make sure the files can be opened without requesting access.

I'm looking for someone who wants to learn the business, become an important part of the team, and stay long-term. If that sounds like what you're looking for, I'd be happy to hear from you.