This role is responsible for keeping daily operations organized, accurate, and moving forward. You'll support property management, executive administration, accounting, database management, and operational improvements while ensuring deadlines are met and company systems remain organized and up to date.

This position is ideal for someone who enjoys taking ownership, improving processes, solving problems independently, and ensuring nothing falls through the cracks.

Ownership & Availability

This position is primarily Monday through Friday during normal business hours.

Occasionally, urgent property management matters may arise outside normal business hours. When reasonably available, the Executive Assistant is expected to:

• Acknowledge urgent communications promptly.
• Assess the situation and determine the appropriate response.
• Coordinate vendors, contractors, utility companies, or other necessary parties.
• Keep management informed of significant issues.
• Follow up until the immediate issue is stabilized and a clear action plan is in place.

This is not an on-call position, but it does require a strong sense of ownership when genuine emergencies occur.

Compensation

$6.5 to $7.5 per hour USD. Wage can vary depending on level of experience.

Location

We are based in Philadelphia, PA. This job is 100% remote.***

Success in this role means you:

• Meet deadlines consistently.
• Maintain highly accurate records and databases.
• Communicate professionally with tenants, vendors, contractors, lenders, and team members.
• Take ownership of responsibilities from start to finish.
• Follow up proactively without needing repeated reminders.
• Keep company systems organized and up to date.
• Anticipate problems before they occur.
• Continuously improve processes through documentation, SOPs, and automation.
• Handle confidential information with professionalism.
• Assist with additional administrative, operational, or executive support tasks as business needs evolve.

What We're Looking For

We're looking for someone who takes pride in keeping a business organized. The ideal candidate is proactive, resourceful, detail-oriented, and enjoys building efficient systems that allow a growing real estate company to operate smoothly. If you're the type of person who naturally follows through, solves problems independently, and leaves every process better than you found it, we'd love to hear from you.

This is a remote position in Mexico.

Property Management

• Coordinate maintenance requests and repairs.
• Schedule vendors and contractors and follow up until work is completed.
• Track repair invoices and maintenance costs.
• Communicate with tenants regarding maintenance and property matters.
• Coordinate move-ins, move-outs, lease renewals, inspections, utility transfers, rental licenses, and compliance requirements.
• Maintain accurate property, tenant, vendor, maintenance, and task records within AppFolio and Monday.com.
• Ensure property management tasks, deadlines, and follow-ups are completed on time.
• Create and improve SOPs, checklists, and workflows to increase efficiency and consistency.

Executive Support

• Manage executive priorities and administrative tasks.
• Organize emails and follow up on outstanding items.
• Schedule meetings, appointments, and travel.
• Prepare reports, documents, and correspondence.
• Maintain calendars, reminders, and task lists.
• Develop SOPs, templates, and systems that improve operational efficiency.

Accounting & Administrative Support

• Record rent payments and assist with accounts payable.
• Organize invoices, receipts, and financial documentation.
• Assist with insurance, mortgage, utility, and lender documentation.
• Maintain organized files within Google Drive and company systems.
• Update spreadsheets, databases, and operational reports.
• Identify opportunities to improve organization, automation, and standard operating procedures.

• Fluent English
• Exceptional organizational skills and attention to detail.
• Strong written and verbal English communication.
• Ability to manage multiple priorities simultaneously.
• Highly dependable with strong follow-through.
• Comfortable learning new software and systems.
• Proficient with Google Workspace (Docs, Sheets, Gmail, Drive).
• Experience in property management, real estate, executive assistance, or operations is preferred.

We are a growing real estate investment company based in Philadelphia, Pennsylvania. Our team acquires, manages, renovates, and sells residential & commercial properties throughout the Northeast. We are looking for a highly organized, proactive, and detail-oriented Real Estate Admin / Property Management Administrator to help support daily operations and assist leadership with a variety of administrative and business functions.