Full-Time Remote Operations, Real Estate Admin & Bookkeeping Coordinator
Company: EXIT Realty Advantage / Angelo Rentals / Texas Elite Property Solutions / iHouse Buyers
Location: Remote, Mexico-based preferred
Schedule: Full-time, Central Time business hours required. Occasional after-hours or overtime support may be needed for accounting deadlines, owner payments, closings, contract deadlines, marketing deadlines, reports, or urgent time-sensitive issues.
Compensation: Up to $12 USD/hour, or MXN equivalent, depending on experience, reconciliation ability, QuickBooks Online experience, English communication ability, AppFolio experience, real estate admin experience, software skills, and overall reliability.
Reports To: Broker/Owner initially. This role may eventually report to a future Director of Operations.
Role Overview
We are hiring a full-time Remote Operations, Real Estate Admin & Bookkeeping Coordinator to support the back end of our real estate, property management, service, and investment companies.
This is a mixed operations support role. The person hired will help with bookkeeping/reconciliation tasks, CEO dashboard reporting, real estate admin support, transaction coordination, marketing timelines, postcard mailers, CRM cleanup, automation coordination, SOPs, and general follow-up across multiple companies.
This is not a bookkeeping-only position. Bookkeeping and reconciliations will likely take up to 15 hours per week. The rest of the role will focus on reporting, operations support, real estate admin, transaction files, marketing follow-up, postcards, dashboards, and process management.
The candidate must still know what they are doing on the bookkeeping side. Bank and credit card reconciliations, missing receipts, duplicate charges, incorrect coding, owner payment preparation, and financial accuracy are very important because mistakes can affect owner payments and company reporting.
AppFolio experience is preferred, but we are willing to train on AppFolio if the candidate already understands bookkeeping basics, bank reconciliations, credit card reconciliations, QuickBooks Online, and financial accuracy.
The ideal candidate is highly detail-oriented, organized, tech-savvy, consistent, trustworthy, and comfortable working with financial information, real estate files, deadlines, clients, agents, title companies, lenders, vendors, bookkeepers, and property management systems.
The purpose of this role is to take repetitive, detail-heavy work off the owner’s plate and turn it into organized systems, clean reports, checklists, dashboards, marketing timelines, and consistent follow-up.
This is not an office manager position. This person will not oversee agents, manage staff, supervise field employees, show houses, open doors, host open houses, access properties, or handle in-person errands.
Excellent English is required. This role may involve communication with Texas-based clients, agents, title companies, lenders, vendors, bookkeepers, and team members, so applicants must be able to communicate clearly and professionally in real-time conversations, emails, and messages.
Approximate Time Allocation
Bookkeeping, reconciliations, QBO, AppFolio accounting support, and owner payment prep: up to 15 hours per week.
CEO dashboard, reporting, admin support, transaction coordination, marketing timelines, postcard mailers, CRM cleanup, automation coordination, SOPs, and follow-up: remainder of the full-time schedule.
Primary Responsibilities1. Bookkeeping, Reconciliation, and Financial Accuracy Support
Perform recurring bookkeeping support across multiple related companies.
Work inside QuickBooks Online.
Categorize transactions accurately.
Perform bank reconciliations.
Perform credit card reconciliations.
Identify missing receipts, duplicate charges, unusual expenses, incorrect categories, and items needing owner review.
Help keep books clean by company, property, project, vendor, and category.
Review expenses for accuracy.
Support existing bookkeepers with recurring bookkeeping tasks.
Assist with monthly bookkeeping checklists.
Track recurring expenses, subscriptions, vendor payments, overhead, and unusual charges.
Assist with month-end reporting.
Help prepare reports showing income, expenses, profit, cash flow, receivables, payables, and items needing review.
This role requires real reconciliation experience. We do not want someone who only knows basic data entry or only relies on bank feed matching.
2. AppFolio and Owner Payment Support
Learn and assist with AppFolio accounting and reporting.
Help prepare property management owner payments for review.
Assist with owner statement review.
Help identify missing charges, duplicate charges, incorrect coding, unpaid bills, unpaid owner balances, or unusual ledger items.
Prepare owner payment reports for review.
Support property management accounting tasks.
Track AppFolio items that need review or correction.
AppFolio experience is preferred, but not required if the candidate is already strong with reconciliations, bookkeeping accuracy, and QuickBooks Online.
The goal is to make sure owner payments are accurate, reviewed, and supported by clean information before approval.
3. CEO Dashboard and Reporting
Pull recurring reports for the company owner.
Help build and maintain a CEO dashboard across multiple companies.
Track key financial and operational numbers across EXIT Realty Advantage, Angelo Rentals, Texas Elite Property Solutions, and iHouse Buyers.
Prepare weekly reports showing what was completed, what is overdue, what is stuck, and what needs a decision.
Track income, expenses, cash flow, owner payments, transaction files, active listings, pending closings, marketing activity, lead activity, and other key metrics.
Help organize financial and operational data so the owner does not have to repeatedly ask for updates.
Make reports simple, clean, accurate, and easy to review.
4. Real Estate Admin Support
Assist with real estate administrative tasks for the brokerage.
Help track active listings, pending contracts, upcoming closings, missing documents, seller update data, marketing activity, and agent requests.
Support the broker/owner with back-end admin tasks that need consistent follow-up.
Help agents with basic file, document, and dashboard questions when needed.
Create and maintain checklists, trackers, templates, and SOPs.
Help reduce the number of small recurring tasks that fall back on the owner.
5. Transaction Coordination Support
Assist with transaction coordination for broker-owned files and agent files when requested.
Open new transaction files.
Create and maintain transaction checklists.
Track required documents.
Track important dates and deadlines, including effective dates, option deadlines, earnest money deadlines, financing deadlines, appraisal deadlines, survey deadlines, HOA deadlines, closing dates, inspection deadlines, seller disclosure deadlines, and other contract-related deadlines.
Send deadline reminders.
Track files where an agent has requested transaction coordination support.
Track time spent on agent-requested transaction coordination work.
Prepare billing notes for transaction coordination time that should be billed to agents.
Communicate with title companies, lenders, agents, and clients as needed.
6. Broker-Directed Contract Support
Assist with preparing contracts, amendments, addenda, notices, and related transaction documents based on specific instructions from the broker or agent.
Input contract information accurately using approved forms, templates, and brokerage processes.
Prepare document packages for signature when directed.
Review documents for obvious missing signatures, initials, pages, dates, or incomplete fields.
Escalate contract interpretation, negotiation, legal, compliance, pricing, strategy, or broker-level questions to the broker.
This role will not provide legal advice, contract interpretation, negotiation advice, pricing advice, brokerage advice, or independent transaction guidance.
7. File Compliance and Checklist Management
Review brokerage files using company checklists.
Identify missing documents, missing signatures, missing initials, missing pages, incomplete fields, and required compliance items.
Notify agents when file items are missing or incomplete.
Follow up until files are complete.
Prepare files for broker review.
Track files as complete, incomplete, overdue, ready for broker review, closed, or terminated.
Archive files correctly.
8. Marketing Timelines, Postcards, and Mailers
Manage marketing timelines for listings, recruiting, farming, postcards, client follow-up, seller updates, and company campaigns.
Order postcards for agents, listings, recruiting, farming, just listed, just sold, open houses, investor campaigns, seller updates, and client follow-up.
Confirm agent approval before placing billable postcard orders.
Track postcard costs and prepare billing notes for charges that should be billed to agents.
Coordinate mailing lists, designs, proofs, vendor submission, mailing dates, and delivery confirmation.
Track which marketing pieces have been ordered, mailed, completed, delayed, or need approval.
Help make sure marketing campaigns are completed consistently and on time.
9. CRM, Lead Tracking, and Follow-Up Support
Assist with Follow Up Boss review, cleanup, and organization.
Work with the ISA on CRM cleanup, tagging, stages, old leads, stale leads, follow-up campaigns, and lead organization.
Track assigned leads, stale leads, unassigned leads, and follow-up gaps.
Assist with lead imports, list cleanup, tagging, and database organization.
Help make sure leads are tagged and routed correctly.
Assist with Facebook leads, email triage, event invitations, reminders, and follow-up.
10. Automation and Vendor Coordination
Help build simple automations when trained and qualified.
Coordinate with third-party automation vendors when outside expertise is needed.
Prepare project notes for CRM and automation vendors.
Test automations before launch.
Report broken workflows, bad tagging, missing steps, or automation issues.
Maintain an automation project tracker.
Help make sure automation projects continue moving instead of getting stuck.
11. Cross-Company Support
Assist with support tasks across EXIT Realty Advantage, Angelo Rentals, Texas Elite Property Solutions, and iHouse Buyers.
Track owner-to-listing opportunities.
Track tenant-to-buyer opportunities.
Track service opportunities between the companies.
Assist with marketing lists, reports, dashboards, and follow-up campaigns.
Support iHouse project dashboards as needed, including active acquisitions, rehabs, disposition status, documents, photos, and project updates.
This role will not make repair budget decisions, buy/sell decisions, scope decisions, or field management decisions.
12. Systems, SOPs, and Process Building
Build and maintain checklists for recurring tasks.
Document processes as they are created.
Create SOPs for reconciliations, QBO review, AppFolio support, owner payment preparation, CEO dashboard reporting, file review, contract intake, marketing timelines, postcard mailers, seller updates, TC billing, Facebook leads, email triage, CRM cleanup, automation projects, recruiting ads, cross-company marketing, and vendor follow-up.
Create templates for agent reminders, seller updates, client updates, deadline reminders, title/lender follow-ups, postcard approvals, billing notices, bookkeeping requests, and vendor communication.
Required Skills
Bank reconciliation experience.
Credit card reconciliation experience.
QuickBooks Online experience.
Ability to identify missing receipts, duplicate charges, unusual expenses, incorrect categories, and items needing review.
Strong attention to detail.
Strong written English.
Clear, professional spoken English.
Full-time availability during Central Time business hours.
Comfortable working with reports, dashboards, spreadsheets, checklists, recurring deadlines, and financial information.
Comfortable supporting multiple companies.
Comfortable learning AppFolio.
Comfortable with admin work, follow-up, marketing timelines, postcards, transaction files, and reports.
Able to communicate professionally with clients, agents, vendors, title companies, lenders, bookkeepers, and team members.
Able to follow up persistently without being rude.
Able to work independently after training.
Able to provide clear weekly reports.
Able to manage many small recurring tasks without dropping details.
Preferred Experience
QuickBooks Online.
AppFolio.
Property management accounting.
Owner payment processing.
Real estate admin.
Transaction coordination.
Texas real estate transaction files.
Follow Up Boss.
CRM cleanup.
Google Sheets.
Google Workspace.
Canva.
Facebook Business tools.
Postcard or direct mail platforms.
Authentisign, ZipForms, or similar transaction platforms.
Automation tools or working with automation vendors.
American GAAP familiarity is helpful.
This Role Is Not
This is not a bookkeeping-only position.
This is not an office manager position.
This is not an agent manager position.
This is not a controller/CFO position.
This role will not oversee agents.
This role will not supervise field workers.
This role will not show homes.
This role will not host open houses.
This role will not open doors or provide property access.
This role will not handle in-person errands.
This role will not independently approve payments, move money, make tax decisions, provide legal advice, provide contract interpretation, or make broker-level decisions.
This Role Is Not For Someone Who
Only wants bookkeeping work and does not want admin or operations tasks.
Only wants general VA work and does not understand reconciliations.
Needs to be trained on basic bank reconciliations.
Needs to be trained on basic credit card reconciliations.
Is careless with financial details.
Relies only on bank feeds and does not understand reconciliation.
Dislikes follow-up, checklists, or recurring tasks.
Needs constant reminders.
Cannot work during Central Time business hours.
Cannot occasionally assist after hours or with overtime.
Is difficult for Texas clients, agents, title companies, lenders, vendors, or team members to understand in live English conversations.
Only wants basic data entry.
Struggles with technology.
Avoids follow-up.
Cannot juggle many details.
Does not like learning new software.
Does not communicate clearly when something is blocked.
Success in This Role Looks Like
Bank and credit card reconciliations are completed correctly.
Owner payment preparation is accurate and ready for review.
Missing receipts and unusual expenses are flagged.
QBO stays cleaner.
AppFolio accounting support is learned and handled consistently.
Reports are delivered on time.
The CEO dashboard is current.
Transaction files are organized.
Deadlines are not missed.
Marketing timelines are tracked.
Postcards are ordered, mailed, and billed correctly.
Missing documents are followed up on.
CRM cleanup moves forward.
Automation projects are tracked.
The owner has fewer loose ends to chase.
The companies are more organized, better documented, and easier to manage.
Application Instructions
Please send:
- A short video introduction about your background, including reconciliation experience and any real estate admin experience.
- Your hourly rate in USD.
- Your weekly availability in Central Time.
- Your QuickBooks Online experience.
- Your bank reconciliation experience.
- Your credit card reconciliation experience.
- Your AppFolio experience, if any.
- Your property management accounting or owner payment experience, if any.
- Your real estate admin or transaction coordination experience, if any.
- Your experience pulling reports or maintaining dashboards.
- Your experience with marketing timelines, postcard mailers, CRM cleanup, or automation coordination.
- The software systems you have used.
- Your experience communicating with clients, vendors, agents, or team members by phone, video, text, or email.
- A short explanation of how you handle missing receipts, duplicate charges, or incomplete information.
- A short explanation of how you stay organized when managing many small deadlines.
Job Types: Full-time, Permanent
Pay: $170.00 - $205.00 per hour
Work Location: Remote
