How This Role Supports Your Business
Our Real Estate Investor Operations Assistant keeps your deals and operations running smoothly by managing pipelines, deadlines, reports, and schedules—so you can stay focused on closing deals and scaling your portfolio.
Deal & Pipeline Support (Internal Only)
Maintains the master deal pipeline, updates milestones and internal deadlines, tracks open action items, flags stalled items, manages LOI and submission logs, organizes deal folders using a standardized structure, and archives completed or inactive deals to ensure streamlined, audit-ready operations.
Task & Workflow Management
Maintains structured daily and weekly task lists, logs assignments from emails, call notes, or messages, tracks task status (Not Started, In Progress, Waiting, Complete), prepares end-of-day summaries and weekly roll-ups, and monitors dependencies and blockers to keep workflows organized and on track.
Research & Information Aggregation (Non-Analytical)
Monitors approved news sources and alerts, prepares daily morning news briefs, pulls public data (tax rates, zoning links, deadlines), compiles jurisdictional process checklists, extracts key dates and requirements from RFPs/NOFAs, creates structured summaries from source materials, and identifies missing inputs required for completion.
Document Preparation & Assembly
Populates approved templates, assembles submission and review packages, maintains version control (draft, revised, final), renames and organizes files according to naming conventions, maintains the master template library, and converts documents into required formats such as PDF or Word.
Submission Support (Internal Prep Only)
Builds submission checklists, populates forms with provided data, assembles exhibits and attachments, tracks submission requirements and deadlines, prepares completeness checks prior to submission, and packages final materials for Founder review.
Email & Communication Support
Prepares follow-up drafts, organizes inboxes using labels and folders, and flags messages requiring decision versus execution to maintain communication efficiency.
Calendar & Scheduling, Travel & Logistics Coordination
Research flights, hotels, and transportation options, prepares comparison summaries, books travel upon approval, reserves restaurants or venues, creates itineraries and logistics summaries, and logs confirmations and calendar entries for seamless travel coordination.
File Systems & Knowledge Management
Maintains shared drive structure, enforces naming conventions, organizes reference materials, creates internal checklists, maintains “how-to” documentation, and supports repeatable workflows for operational consistency.
Reporting & Summaries
Prepares daily end-of-day summaries, weekly operational reports, tracks workload and task completion metrics, and compiles briefing notes for Founder review to support informed decision-making.
