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EXECUTIVE ADMINISTRATIVE & WORKFLOW OPS

1. Inbox & High-Priority Communication Triage

Active Inbox Monitoring: Categorizing, tagging, and filtering incoming emails to ensure urgent inquiries are highlighted immediately.
Response Drafting & Gatekeeping: Drafting professional, context-aware email replies and managing routine correspondence on your behalf.
Communication SOPs: Establishing structured rules for client, vendor, and internal team communication channels (Email, Slack, WhatsApp Business).

2. Calendar Optimization & Meeting Logistics

Executive Calendar Scheduling: Strategic time-blocking for deep work, meeting coordination, and conflict resolution across time zones.
Meeting Preparation & Agendas: Gathering necessary documents, preparing background notes, and drafting structured agendas prior to client or team calls.
Action Item Tracking: Attending or reviewing meeting recordings to log detailed notes, assign action items, and track completion deadlines.

3. Standard Operating Procedures (SOPs) & Process Mapping

Workflow Documentation: Turning complex, informal daily tasks into step-by-step, easy-to-follow written SOPs and video walk-through guides.
Process Optimization: Identifying administrative bottlenecks, redundant steps, and friction points to streamline team hand-offs.
Centralized Knowledge Base: Organizing company SOPs into accessible hub platforms like Notion, Google Workspace, or Trello.

Executive Virtual Support & Reporting

Document & Presentation Preparation: Formatting clean, corporate-ready reports, PDF guides, client intake forms, and operational summaries.
Research & Vendor Sourcing: Conducting targeted research on tools, vendors, or operational resources, presenting comparative summaries for quick decision-making.
Task Management Systems: Setting up and maintaining project boards in Asana, Notion, ClickUp, or Trello to ensure projects stay on schedule.

PROJECT COORDINATION & FINANCIAL TRACKING

1. Vendor & Contractor Milestone Tracking

Bid & Quote Collection: Sourcing detailed line-item bids and comparing vendor estimates before contract approval.
Task Dispatching & Scheduling: Assigning work orders, setting firm execution timelines, and coordinating vendor access.
Deadline & Quality Enforcement: Tracking project milestones to ensure work meets quality standards before final sign-off.

2. Financial Ledger & Payment Reconciliation

Transaction & Ledger Logging: Systematically recording income, operational expenses, and payments to maintain clear financial logs.
Rent & Account Balance Tracking: Monitoring account balances, tracking incoming payments, and reconciling monthly ledger totals.
Discrepancy Resolution: Identifying ledger errors, double charges, or unrecorded transactions to keep records accurate.

3. Invoice Auditing & Budget Control

Line-Item Verification: Auditing incoming vendor invoices against pre-approved quotes to flag overcharges or unexpected fees.
Budget Tracking: Monitoring project expenditures against baseline budgets to prevent cost overruns.
Payment Approval Workflow: Verifying task completion and documentation before routing invoices for payment processing.

4. Client Onboarding & Intake Logistics

Document & Agreement Collection: Managing client intake forms, verifying signed contracts, and organizing onboarding files.
System & Account Setup: Setting up new client profiles, assigning access permissions, and configuring project boards in Asana or Notion.
Kickoff Coordination: Preparing initial project timelines, scheduling kickoff calls, and guiding clients through their onboarding checklist.

SPECIALIZED PROPERTY & ASSET OPERATIONS

1. PMS Platform Administration

System Data Entry & Setup: Maintaining pristine tenant, owner, and property records across AppFolio, Buildium, and DoorLoop.
Portfolio Data Audits: Cleaning up historical account data, fixing incorrect unit statuses, and standardizing system tagging.
System Workflow Execution: Running routine portal operations, owner statement preparation, and digital record maintenance.

2. Maintenance Triage & Dispatch

Work Order Intake & Categorization: Receiving maintenance requests, evaluating urgency (routine vs. emergency), and logging clear ticket details.
Vendor Dispatch & Coordination: Assigning work orders to preferred contractors, gathering cost estimates, and scheduling property access.
Repair Tracking & Completion Sign-Off: Following up with tenants and vendors to confirm work quality before closing tickets and approving invoices.

3. Rent Ledger & Utility Oversight

Delinquency Tracking & Payment Follow-Ups: Monitoring unpaid balances, sending payment reminders, and tracking resolution schedules.
Utility Bill Reconciliation: Monitoring property utility statements, processing past-due notices to avoid shut-offs, and allocating costs correctly.
Security Deposit & Ledger Audits: Reconciling move-in/move-out financial ledgers, security deposit deductions, and fee logging.

4. Leasing & Tenant Relations

Tenant Portal Onboarding: Assisting new tenants with portal registration, auto-pay setup, and online maintenance submission guides.
Lease Renewal Logistics: Tracking lease expiration dates, preparing renewal documentation, and updating system lease terms.
Professional Tenant Communication: Handling tenant inquiries, notices, and day-to-day communication with clear, professional resolution.

Fluent in the Systems That Power Your Business

Zero learning curve. We seamlessly integrate into your existing tech stack to manage property portfolios, project logistics, accounting, and automated workflows.

Property Management Systems (PMS)

Appfolio
Buildium
Doorloop

Accounting & Financial Management

Xero
Quickbooks

Marketing, CRM & Automations

Gohighlevel
Zapier

Database, Knowledge & Workflow Management

Airtable
Notion
Asana
Monday.com
Google Suite

Project Management & Communication

Jira
Slack