Operations Assistant Support

WHAT THIS SERVICE IS

Running a real estate business means handling far more than the work you are paid for. Emails need answers, invoices need to go out, contractors need to be scheduled, receipts pile up, and the books fall behind. For agents, investors, and the contractors and service companies who keep properties running, that work usually lands on the owner, often at night or on the weekend.

Operations Assistant Support gives you a dedicated, remote operations assistant for the day to day administrative, finance, and marketing work that keeps your business running, at a flat monthly rate. You choose the support areas your business needs, so you only pay for the help you will actually use. This support is backed by more than ten years in real estate and finance operations, so the work is done with an understanding of how your business actually runs, from contractor payments and property files to how a transaction should be categorized.

Who It Is For

Real estate agents and small brokerages
Real estate investors, owners, and flippers
HVAC, plumbing, roofing, electrical, and other trade contractors
Property service companies, such as cleaning, landscaping, inspection, and turnover crews
Real estate business owners who need reliable support without adding a full time hire

Admin Support

Communication & Scheduling

Inbox management, including sorting, flagging priorities, drafting routine replies, and sending follow ups
Calendar management, appointment booking, and meeting coordination
Scheduled outbound calls, such as appointment confirmations, vendor calls, and client follow ups
Customer and client support by email and chat
Meeting notes organized into action items, owners, and deadlines, with follow up tracking

Documents, Contracts & HR Administration

Formatting and cleanup of documents, spreadsheets, and presentations
Presentations built from your notes or data
Contracts and forms prepared and sent through DocuSign, Adobe Sign, or Dotloop, with signature tracking and filing
Job postings, applicant screening, and interview scheduling
Onboarding paperwork and document tracking for new employees and contractors

Vendor, Contractor & Property Administration

Vendor and contractor scheduling
Quotes gathered and compared side by side
Work order, purchase order, and job completion tracking
Certificate of insurance, license, and vendor paperwork tracking
Maintenance request, unit turn, and rent roll tracking updates
Office supply and material ordering

Files, Research & Systems Upkeep

Digital file organization in Google Drive, OneDrive, SharePoint, or Dropbox, including property, lease, and job files
Quick research, such as vendor, product, and software comparisons, and lead lists
Upkeep of your existing task boards in ClickUp, Monday, Asana, Trello, or Planner
CRM data entry and cleanup
Spreadsheet updates and simple weekly or monthly reports
Simple Zapier or Make.com automations for repetitive tasks

Owner & Executive Assistance

Travel booking, including flights, hotels, rental cars, and full itineraries
Personal scheduling, reservations, and online orders

Admin Support Scope Notes

Phone support covers scheduled, task based calls. Live call answering is not included.
Customer support is provided by email and chat.
Meeting notes are captured with AI note taking tools, then reviewed and organized into action items and follow ups.

Finance Support

Invoicing & Payments

Invoices created and sent to customers and clients
Payment follow up on open and overdue invoices
Accounts payable tracking, so bills and vendor payments are not missed

Expense & Receipt Tracking

Receipts collected, matched, and organized
Business expenses tracked by category, property, or job

Bookkeeping & Reconciliation

Monthly transaction categorization and reconciliation in QuickBooks
Monthly financial summary of income, expenses, and open balances

Contractor Payroll & Year End

Basic payroll support for contractor teams
W-9 collection from vendors and contractors
Year end 1099 preparation and coordination with your CPA or tax preparer

Finance Support Scope Notes

Finance Support keeps your books organized, reconciled, and ready for your CPA or tax preparer. Tax preparation and filing are handled by your CPA.
Payments, transfers, and payroll are processed only with your approval.

Marketing Support

Social Media

Content calendar planning
Post scheduling and publishing through Metricool
Simple graphics created in Canva

Video & Podcast

Long videos clipped into short, captioned clips for social media using Vizard
YouTube and podcast uploads, descriptions, and scheduling

Email Marketing

Email newsletters set up and scheduled on CRM
Automated email sequences, such as welcome and follow up emails

Website Updates

Basic WordPress and Elementor updates, such as text, images, and blog posts

Marketing Support Scope Notes

Social media captions, video descriptions, and email drafts are prepared with AI assisted tools and reviewed before they go out. For polished, brand voice copy, we work from copy you provide or copy from your copywriter.
Website support covers basic content updates. Website design, new builds, and technical troubleshooting are not included.

Pricing

Admin Support

Admin Essential. Up to 10 hours of admin support each month. $500 per month.
Admin Plus. 10 to 20 hours of admin support each month. $900 per month.

Finance Support

Finance Essential. Invoicing, payment follow up, accounts payable tracking, and receipt and expense tracking. $300 per month.
Finance Plus. Everything in Finance Essential, plus monthly reconciliation in QuickBooks, a monthly financial summary, contractor payroll support, and year end 1099 preparation for your CPA. $600 per month.

Marketing Support

Marketing Essential. Content calendar, scheduling of up to 3 social media posts per week on up to 2 platforms, and simple Canva graphics. $275 per month.
Marketing Plus. Everything in Marketing Essential for up to 5 posts per week on up to 3 platforms, plus up to 4 short video clips, YouTube or podcast uploads, and one email newsletter each month. $450 per month.

As Needed. $60 per hour, for one time tasks or support outside a monthly plan.
Larger needs. Admin support above 20 hours per month, or businesses with higher transaction volume, are quoted individually.

Deliverable: Dependable monthly support in the areas your business selects, at a flat monthly rate, with every request tracked, a weekly close out of completed work, reconciled books when Finance Plus is included, and a monthly plan review.

How It Work

How Your Plan Works

Getting started. Every plan begins with an intake to understand your business, the tasks you want off your plate, and the tools you already use. Onboarding includes access setup and a shared task list, and takes 5 to 7 business days.
Sending requests. Requests come in through a shared task board or email, so every task is tracked from request to completion. New requests are acknowledged within one business day.
Weekly close out. At the end of each week, you receive a short close out of what was completed, what is in progress, and anything waiting on you.
Monthly review. Each month, we review your plan together to make sure your tiers still fit your business. If your needs grow or shrink, your tiers change with them.
Busy months. Every business has busier weeks, and an occasional busy month is part of the plan. If your needs run above your tier on a regular basis, we will talk about moving to the next tier at your monthly review.
Plan term. Plans begin with a three month minimum, since the first month is focused on learning your business and building a steady routine. After that, plans continue month to month.

Tools We Work In

We work inside the tools your business already uses. Most platforms in the same category work in similar ways, so if your team already has a tool in place, we step into it and work within your setup. If you are still choosing one, we can recommend what fits how your team works. Tool subscriptions stay in your business name and under your ownership.

Primary tools: Google Workspace, ClickUp, Canva, and Vizard
Productivity & Files: Microsoft 365, SharePoint, OneDrive, and Dropbox
Project & Task Management: Monday, Asana, Clickup, and Microsoft Planner
Finance: QuickBooks
Scheduling: Calendly and Acuity
Communication & CRM: Slack, HubSpot, Dubsado, and HoneyBook
Automation: Zapier and Make.com
Content & Marketing: Metricool, Gamma, Mailchimp, and TheKit
E-Signature: DocuSign, Adobe Sign, and Hellosign
Websites: WordPress with Elementor

Where This Fits With Our Other Services

Operations Assistant Support handles the recurring, day to day work. When something larger comes up, it moves into one of our project services and is scoped separately.

Quick comparisons and lookups are part of Admin Support. Research behind a major property decision is part of Asset Management & Analysis.
Routine vendor and contractor scheduling is part of Admin Support. Renovation budgets and contractor sourcing for real estate investors and property owners are part of Asset Management & Analysis.
Keeping your existing task boards, files, and tools current is part of Admin Support. Setting up a new system for your team is scoped as Internal Operations & Systems Setup.
A monthly financial summary is part of Finance Plus. A deeper look at what is driving your numbers is scoped as Operations & Financial Analysis.