Executive Assistant – Bookkeeping, Property Management Accounting & Owner Reporting

TrueNest Property Management in Space Coast and Orlando is a growing Florida property management company managing both single-family and multifamily rental properties.

We are looking for a highly organized and dependable Executive Assistant with strong bookkeeping and financial administration skills to work directly with the President of the company.

This is not a traditional bookkeeping-only position and it is not a general VA position.

You will become an important part of our day-to-day operations and will be responsible for helping ensure that our financial records, invoices, owner balances, property accounts, and reporting are accurate and organized.

You will also serve as the primary person answering incoming company phone calls, assisting callers when possible and transferring calls to the appropriate team member when needed.

Primary Responsibilities
Bookkeeping & Buildium

A major part of this position will involve working inside Buildium, our property management software.

Responsibilities will include:
Entering and managing vendor invoices and bills
Reviewing invoices for accuracy and proper property/unit allocation
Monitoring property and owner account balances
Identifying properties with low or negative balances
Tracking unpaid or outstanding invoices
Reviewing income and expenses for unusual transactions
Helping ensure transactions are properly categorized
Assisting with owner distributions and financial records
Reviewing owner statements for accuracy
Preparing monthly owner reporting
Identifying discrepancies before statements are sent
Maintaining organized financial records
Reporting financial issues and concerns directly to the President

Previous Buildium experience is strongly preferred but NOT required.

If you have strong bookkeeping experience and are comfortable learning new software, we are willing to train the right person.

Experience with other property management/accounting platforms is also valuable.


You will work closely with the President of TrueNest and help provide visibility into the financial condition of the properties we manage.

We don't want to discover problems after they become emergencies.

You should be comfortable proactively reporting things such as:

Owner/property balances requiring attention
Outstanding bills
Unusual expenses
Missing invoices or documentation
Delinquent accounts
Owner statement discrepancies
Upcoming financial obligations
Items requiring management approval
Financial trends or issues you notice

We are looking for someone who doesn't simply enter information, but reviews it, understands it, and speaks up when something doesn't look right.


Phone & Administrative Responsibilities

You will also be the primary contact for incoming company telephone calls.

You should be comfortable:

Professionally answering calls in English
Determining why someone is calling
Assisting with basic questions when appropriate
Transferring calls to the correct department or team member
Taking accurate messages
Documenting important conversations
Recognizing urgent issues and escalating them appropriately

You will often be the first person an owner, tenant, vendor, Realtor, or prospective client speaks with, so professionalism and communication skills are extremely important.

What We're Looking For

The ideal candidate is:

Experienced with bookkeeping or accounting-related work
Very comfortable working with numbers
Detail-oriented and organized
Able to identify discrepancies instead of simply processing transactions
Comfortable handling invoices and financial records
Able to work independently
Proactive about communicating problems
Comfortable learning new software
Able to manage confidential company and client information responsibly
Reliable and consistent
Comfortable communicating directly with company leadership
Fluent or highly proficient in spoken and written English

Excellent English communication skills are required.

Because you will answer incoming telephone calls, you must be comfortable having professional conversations with U.S.-based clients, tenants, vendors, and team members.

Preferred Experience

Any of the following would be a major advantage:

Buildium experience
Property management bookkeeping
Property management experience
Accounts payable/accounts receivable
QuickBooks or similar accounting software
Owner statement preparation
Bank/account reconciliation
Vendor invoice management
Multifamily property management
Executive Assistant experience

Additional languages are a bonus.

Spanish is especially valuable, but applicants speaking other languages are also encouraged to apply.

The Person We're Looking For

We want someone who takes ownership of their responsibilities.

For example, if you notice that a property has $3,000 in upcoming invoices but only $1,000 available in its account, we don't want you to simply enter the bills and move on.

We want you to recognize the issue, investigate it, and tell the President:

"This property does not currently have enough funds available to cover its outstanding bills. Here is the current balance, here are the outstanding invoices, and here is the amount we are short."

That type of proactive thinking is extremely valuable to us.

As our company continues to grow, this position has the opportunity to become an increasingly important part of our organization.

How to Apply

Please include the following in your application:

A brief introduction about yourself and your work experience.
Your bookkeeping/accounting experience.
Any experience with Buildium or other property management software.
Include the phrase Space Coast in the subject of your application
Any experience reviewing financial statements or owner reports.
Your experience answering U.S.-based business phone calls.
The languages you speak and your proficiency in each.
Your expected monthly salary in USD.
Your available working hours in U.S. Eastern Time.

We are looking for someone interested in becoming a long-term member of our team—not simply completing occasional tasks.

If you are organized, financially minded, comfortable communicating with people, and enjoy finding problems before they become bigger problems, we'd like to hear from you.