Full Time Virtual Assistant for Real Estate Company

Summary

We are seeking a highly organised and detail-oriented Full-Time Virtual Assistant to become an integral part of our team. The ideal candidate will be responsible for managing financial records with precision, ensuring accurate data entry and delivering administrative support to the Head of Operations and Managing Director. This role requiresexpertise in software applications such as Xero, Excel and Word, along with excellent clerical skills and a proactive approach to problem-solving. This role requires strong organisational skills, attention to detail and the ability and desire to learn new skills to adapt to the work this company requires. Not all of the below skills are necessarily needed day 1, but a desire to learn is key to the role.

Financial Responsibilities:

• Assist with quarterly VAT returns and monthly CIS returns for multiple SPVs, ensuring accurate invoice gathering
• Manage bookkeeping tasks and financial records using Xero
• Perform account and bank statement reconciliations
• Monitor overdue accounts and follow up with clients as needed
• Liaise with HMRC regarding queries as required.

Admin Responsibilities:

• Manage utility and council tax accounts, including account closures during property completions
• Coordinate snagging reports and maintenance requests, liaising with contractors to ensure timely service delivery
• Assist with rental-related tasks, including filing Selective Licenses and monitoring incoming payments
• Support block management handover by providing leaseholder information, calculating ground rent, service charges, and estate charge apportionments
• Prepare and submit Confirmation Statements
• Prepare Mortgage Disclosure Forms
• Organise and maintain client records, ensuring accurate and secure filing
• Handle general inquiries via the company website and email accounts
• Issue receipts
• Manage various office tasks, including scanning, organising, and document management.
• Use initiative to plan and execute assigned tasks efficiently

Ad hoc Duties:

• Assist with projects as directed by Head of Operations

Experience

• Proven experience in an administrative or clerical role is essential
• A desire to learn new skills and adapt to a varied work environment in a small entrepreneurial company team
• Excellent attention to detail and accuracy in data entry tasks
• Communication skills, both written and verbal, are necessary for this role
• Proficiency in using computerised systems, particularly Microsoft Excel, Microsoft Word, OneDrive and ideally Xero.
• Familiarity with basic financial software is ideal, particularly Xero is advantageous
• Strong organisational skills with the ability to manage multiple tasks simultaneously while maintaining attention to detail
• Good communication skills, both written and verbal, are essential for effective interaction with clients and colleagues
• A proactive approach to problem-solving with the ability to work independently as well as part of a small team
• Experience in property management/construction is advantageous

Requirements

• Administrative (essential)
• Bookkeeping (essential)
• Property Management (advantageous)
• UK timezone working hours

Language:

• English (required)

Schedule:
• 5 days a week
• 9am-5.30pm
• No weekends

Work Location - WFH

Expected Start Date - Beginning of April 2025

If you are a proactive individual with a passion for administration, we encourage you to apply for this exciting opportunity!