Real Estate

Key Responsibilities

Digital Documentation & Administration (Real Estate & Pre-Construction)

• Cloud Management: Maintain and organize all project files (contracts, deeds, permits, blueprints, RFIs) within shared cloud platforms - OneDrive, ensuring version control and easy accessibility for all team members.
• Contract Lifecycle Support: Virtually prepare, send, track, and file real estate and construction agreements, managing e-signatures via tools like DocuSign or Adobe Sign.
• Due Diligence Coordination: Digitally compile and organize due diligence documents (title reports, environmental assessments, surveys) and distribute them to relevant legal and financial teams.
• Permit Tracking: Manage the digital submission and tracking of necessary permits and licenses through online municipal portals, updating the team on status changes.

Virtual Project Coordination & Communication

• Schedule & Meeting Management: Manage complex calendars for multiple team leads, schedule virtual meetings (Zoom/Google Meet), prepare digital agendas, and accurately record and distribute meeting minutes and action items.
• Vendor Communication (Verbal): Conduct outbound calls to vendors, suppliers, and contractors for follow-up, pricing inquiries, scheduling, and information gathering.
• Communication Hub: Act as the central communication point, drafting professional emails and correspondence to external stakeholders (vendors, brokers, architects) and internal teams, ensuring timely follow-ups.
• Reporting: Prepare weekly and monthly status reports and presentations (using PowerPoint/Google Slides) summarizing project progress, budget updates, and upcoming milestones from disparate data sources.

Remote Construction Support

• RFI/Submittal Log Maintenance: Maintain and update digital RFI and Submittal logs within project management software (ResMan), ensuring all required information is entered and tracked accurately.
• Bid Analysis Assistance: Assist the Project Manager in analyzing and comparing contractor and vendor bids, checking scope completeness, and summarizing key discrepancies for review.
• Flexible Operational Support: Provide necessary administrative and documentation support to the construction project site management team as required, including but not limited to, collecting daily reports, tracking labor hours, and communicating materials procurement updates.
• Data Entry: Input and maintain critical project information, cost data, and vendor details into internal CRMs and project databases.

Qualifications and Tools

Required

• Experience: Minimum of 2 years of experience as a Virtual Assistant, focusing on real estate, property management, or construction administration.
• Communication Requirement: Must possess excellent, fluent English with a neutral, clear accent suitable for professional communication with US-based or international vendors and partners via phone and video conference.
• Analytical Skills: Proven ability to quickly understand and summarize complex documents, specifically showing experience in preliminary analysis of cost estimates and bids.
• Attention to Detail: Must be keenly attentive to detail, ensuring accuracy in all documentation, data entry, and financial tracking, as errors in construction and real estate can be costly.
• Technical Proficiency (Expert Level):
• JobTread (not required)
• Microsoft 360
• ResMan (not required)
• AppFolio (not required)
• Any Property Management Software
• Skills: Exceptional written and verbal communication, meticulous attention to detail, high degree of self-motivation, and flexibility to shift focus to urgent construction needs.

Job Type: Full-time

Pay: Php45, Php65,000.00 per month

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Opportunities for promotion
• Pay raise
• Promotion to permanent employee
• Work from home

Application Question(s):

• What Property Management Software you have experience with?
• How much is your asking salary?
• How soon can you start?

Experience:

• US Based Real Estate Administrative Assistance: 2 years (Required)
• US Based Construction Administrative Assistance: 1 year (Required)

Work Location: Remote