Virtual Executive Assistant / Operations Coordinator

Company: TruPorch Homes

Location: Remote (Philippines)

Job Type: Full-Time, Long-Term

About Us:

TruPorch Homes is a fast-growing real estate investment and property management company based in Atlanta, GA. We manage a dynamic portfolio of short-term and long-term rental properties. Our mission is to provide exceptional, seamless experiences for our guests and tenants through operational excellence and innovation. We are a results-driven team looking for a key team member to become the administrative backbone of our operations.

The Opportunity:

Are you a logistical powerhouse who excels at coordinating people, schedules, and travel? We are seeking a highly organized and proactive Virtual Operations & Administrative Coordinator to play a crucial role in our company's success.

This is a unique, combined role where you will act as a logistical and administrative partner to our leadership team and an administrative coordinator for our long-term rental (LTR) portfolio. You will be the central hub for all things related to scheduling, team coordination, and travel, ensuring our executives are effective and our rental operations run smoothly. The ideal candidate is a natural problem-solver who can expertly manage a dynamic environment with professionalism and a positive attitude.

Key Responsibilities:

Executive & Team Coordination (approx. 50% of your time):

• Master Calendar Management: Act as the gatekeeper for the leadership team's calendars, expertly scheduling meetings, resolving conflicts, and ensuring their time is managed efficiently.
• Travel Planning: Manage and coordinate all domestic travel arrangements for the leadership team, including booking flights, accommodations, rental cars, and creating clear itineraries.
• Team Coordination Hub: Serve as a central point of coordination for the team. You will ensure follow-up on key action items assigned by leadership in Asana and send out important reminders for deadlines and events.
• Logistical Support: Handle all administrative logistics for team-wide meetings, company events, and executive travel.
• Strategic Communication: Manage email correspondence related to scheduling, travel, and team coordination, ensuring timely and professional communication.

Long-Term Rental (LTR) Portfolio Administration (approx. 50% of your time):

• Act as the first point of contact for all non-emergency tenant communications, providing outstanding customer service.
• Proactively manage the entire lease renewal process, contacting tenants 90 days before lease expiration to ensure high retention.
• When a vacancy occurs, manage the full leasing lifecycle: listing the property, pre-screening applicants, and preparing all lease documentation for final approval.
• Log, track, and coordinate all non-emergency maintenance requests between tenants and our maintenance team using Asana.
• Maintain meticulous and up-to-date digital tenant files in Google Drive.
• Send rent payment reminders and manage the initial follow-up process for any late payments, according to company policy.

Who You Are (Our Ideal Candidate):

• Experience: You have 3-5+ years of proven experience as a Virtual Assistant, Executive Assistant, or Travel/Team Coordinator is preferred. Experience in real estate is a major plus.
• Tech-Savvy: You are highly proficient with Google Workspace (Gmail, Calendar, Drive) and Asana. You must be able to navigate these tools expertly.
• Logistical Expert: You have proven experience arranging complex travel and coordinating schedules for multiple people. You anticipate logistical needs and plan accordingly.
• Hyper-Organized: You have exceptional organizational and time-management skills. You can juggle multiple tasks and priorities without letting anything slip through the cracks.
• Proactive Problem-Solver: You don't wait to be told what to do. You anticipate needs, identify potential issues, and propose solutions.
• Excellent Communicator: You have flawless written and spoken English. You can communicate professionally and empathetically with executives, team members, and tenants.
• Discreet & Trustworthy: You understand the importance of confidentiality and can handle sensitive information with the utmost discretion.

What We Offer:

• A competitive salary paid reliably.
• A stable, full-time, long-term position with a growing company.
• An opportunity to become an indispensable part of a dynamic and supportive team.
• The ability to work remotely from the comfort of your home.
• Opportunities for professional growth as the company expands.