Real Estate Virtual Assistant

vamasters, Inc.; Calamba; On-site; PHP 279,000 - 446,000; Full time

Job summary

vamasters, Inc. in Laguna, Philippines, is seeking an Administrative Assistant to support a US-based real estate portfolio.

The role emphasizes ownership of tasks from start to finish, fixing issues independently, and closing loops without follow-up, requiring organization, thoroughness, and proactive problem solving. You will manage receipts and payments, coordinate with vendors, maintain SOPs, and keep documentation precise.

Qualifications

• Proven ability to carry a process from start to finish without step-by-step supervision
• Exceptional attention to detail and precision with records and numbers
• Strong problem-solving skills; think ahead and find alternative routes when blocked
• Experience coordinating administrative work with external providers, vendors, or service companies
• Comfortable handling financial records such as receipts, payments, and bank reconciliation
• Able to take feedback quickly and minimize repeated corrections
• Reliable, exact, and able to work independently
• Clear communication with proactive progress updates and availability

Responsibilities

• Sort, file, and maintain receipts, payment confirmations, and supporting documents in proper locations
• Match payments against bank records and resolve discrepancies before escalation
• Own insurance policies end to end, compare providers, check coverage, and coordinate changes
• Liaise with utility providers, vendors, and service companies to open and maintain property accounts
• Chase open items with third parties until fully resolved with context and fixes
• Keep internal process documentation and task guides up to date
• Monitor recurring administrative tasks to prevent slips or delays
• Escalate issues with context and a suggested fix rather than an open question
• Provide advance notice of availability and schedule changes

Skills

Detail orientation

End-to-end ownership

Independent work

Problem solving

Documentation accuracy

Vendor coordination

Communication updates

Attention to process

Job description

Job Summary:
We’re searching for a highly responsible and detail-oriented Administrative Assistant to support the day-to-day running of a US-based real estate portfolio. Ownership is at the heart of this role: seeing each task through from beginning to end, fixing issues on your own, and closing loops without constant follow-up. We’re after someone organized, thorough, and proactive about finding another way when the first approach doesn’t work.

Key Responsibilities:

• Sort, file, and maintain receipts, payment confirmations, and supporting documents in their proper locations
• Match payments against bank records and settle discrepancies independently before escalating
• Own insurance policies end to end, including comparing providers, checking coverage, and coordinating carrier changes
• Liaise with utility providers, vendors, and service companies to open and maintain accounts for properties
• Chase open items with third parties until they’re completely resolved, not just until a first reply arrives
• Keep internal process documentation and task guides up to date
• Monitor recurring administrative tasks and make sure nothing slips or stays incomplete
• Escalate issues with clear context and a suggested fix rather than an open question
• Give advance notice of availability and schedule changes

Mandatory Skills:

• Proven ability to carry a process from A to Z and finish it without step-by-step supervision
• Exceptional attention to detail and precision with documentation, records, and numbers
• Strong problem-solving skills, including thinking two steps ahead and finding alternate routes when blocked
• Experience coordinating administrative work with external providers, vendors, or service companies
• Comfortable handling financial records such as receipts, payments, and bank reconciliation
• Ability to take feedback on board quickly and consistently without repeated correction
• Responsible, exact, and comfortable working independently
• Clear communication skills, including proactive updates on progress and availability

Preferred Skills:

• Experience supporting US real estate operations and knowledge of related terminology
• History in bookkeeping or payment tracking
• Experience building or maintaining SOPs, guides, or process documentation
• Ability to keep several ongoing processes on track at once

Why Join Us:

This is a long-term opportunity to become a trusted right hand in a small, established operation where your contributions are clearly visible. You’ll hold real ownership of your areas of responsibility, with room to expand your hours and scope over time. If you take pride in closing loops and doing the job right, you’ll excel here.