Virtual Assistant - Operations & Administration

(Only reviewing applicants with a video introduction)

Remote role - supporting a London based real estate business

We are a fast-paced property agency based in Central London looking for a reliable and proactive Virtual Assistant to support our team with a variety of administrative and operational tasks.

This role will act as an ongoing and on-demand support function for the team, helping to keep systems organised and tasks completed quickly across several departments including sales, lettings, commercial, investments and operations. The ideal candidate will be highly organised, responsive, and comfortable working across multiple software platforms.

Key responsibilities:

Property and CRM administration:

• Managing tasks within Reapit CRM

• Creating and issuing sales memorandums

• Creating and sending Terms of Business for signature

• Booking in valuations and viewings

• Making properties live and archiving listings

• Creating Reports

• Assisting with general property administration tasks

Compliance administration:

• Processing AML checks and compliance tasks

• Using systems such as Thirdfort and HIPLA

• Assisting with AML assessments and documentation

Accounts administration:

• Creating invoices in Xero

• Uploading invoices to Xero for payment

• Assisting with basic finance admin where required

System and supplier coordination:

• Liaising with external software providers and service partners

General team support:

• Acting as a first point of contact for ad hoc administrative requests from the team

• Creating letters and documents

• Updating and formatting spreadsheets

• Editing documents

Working style and availability:

It’s important to note that this role operates as on demand support for the team, rather than fixed daily tasks as there may be some days where the above responsibilities are not needed.

Team members may assign tasks throughout the day and we aim for quick turnaround times, so responsiveness is important.

We are ideally looking for someone who:

• Is available during UK business hours

• Can respond to messages and pick up tasks quickly (typically within the hour)

• Is comfortable with varying workload depending on the day

The number of hours will vary week to week, depending on business needs.

Ideal candidate

• Highly organised and detail oriented

• Excellent written English

• Comfortable learning new software systems

• Reliable and responsive

• Experience with property administration or CRM systems is a bonus

• Experience with Xero or accounting software is helpful