Property Operations, AI & Process Improvement Virtual Assistant

Property Operations, AI & Process Improvement Virtual Assistant
Part-Time Position With Opportunity to Grow to Full-Time

Steadvera Group is seeking a highly organized, analytical and technology-oriented Virtual Assistant to support our growing real-estate, furnished-rental, asset-management and consulting operations.

This position will begin at approximately 20 hours per week at $5 USD per hour. For the right person, the position is intended to grow into a stable 30- to 40-hour-per-week long-term role.

This is not a basic data-entry position. We need someone who can manage detailed assignments while also thinking critically, solving problems, analyzing information, conducting research and recommending practical solutions.

The successful candidate will support several areas:

Short-term and mid-term rental operations
Property launch and project coordination
Booking and calendar administration
Financial and accounting administration
Tax-strategy documentation coordination
Artificial intelligence and automation
Website updates and digital support
Lean manufacturing and Operational Excellence projects
Root-cause analysis and structured problem-solving
Data analysis, reporting and savings tracking

The person selected will coordinate and support operations but will not have final executive authority. Final business, legal, tax, contractual and financial decisions will remain with the owner or an authorized family leadership representative.

Primary Responsibilities
Property Launch and Project Coordination
Build and maintain the Steadvera Property Launch Master Plan.
Create separate launch checklists for each property and rental unit.
Track furniture, appliances, supplies, utilities, internet, smart locks, security systems, photography, inspections, listings and launch dates.
Convert instructions into clear tasks with an owner, priority, due date and status.
Follow up on overdue assignments.
Identify risks, missing information and tasks that could delay a property launch.
Maintain a master dashboard covering all properties and business entities.
Prepare a weekly status report showing completed work, open tasks, overdue items, risks and decisions needed from the owner.
Short-Term and Mid-Term Rental Operations
Support the administration of short-term and mid-term furnished rental properties.
Maintain accurate booking, occupancy and guest records.
Coordinate availability across Airbnb, Furnished Finder, direct bookings and other platforms.
Immediately block unavailable dates on all applicable calendars after a reservation is confirmed.
Review calendars for overlapping reservations and double-booking risks.
Track inquiries, reservations, extensions, cancellations, arrivals and departures.
Coordinate cleaning, inspection and maintenance schedules around guest stays.
Maintain records of average nightly rates, monthly rates, average length of stay, occupancy and booking lead time.
Assist with the setup and administration of property-management software or a channel manager.

Experience with Airbnb, Furnished Finder, hospitality, corporate housing, short-term rentals or mid-term rentals is strongly preferred.

Property Listings and Guest Communications
Create, upload, review and update furnished-rental listings.
Review property descriptions, titles, amenities, photographs, fees, house rules and local-area information.
Research listing keywords and ways to improve booking visibility.
Draft professional guest messages for inquiries, confirmations, check-in, check-out, extensions, maintenance concerns and payment reminders.
Maintain approved guest-message templates.
Identify situations that require owner review or approval.
Pricing and Market Research
Research local peak seasons and demand patterns.
Maintain a calendar of graduations, festivals, sporting events, holidays, conferences, hospital demand, corporate projects and other events affecting rental demand.
Review comparable furnished rental listings.
Track competitor pricing, amenities, availability, fees and minimum-stay requirements.
Analyze occupancy, booking lead time, nightly rates and length of stay.
Prepare recommendations for peak-season pricing, weekday and weekend rates, extended-stay discounts, opening promotions and minimum-stay requirements.
Support all recommendations with clear facts and data.
Obtain owner approval before making significant pricing changes.
Cleaning, Maintenance and Vendor Coordination
Maintain an organized directory of cleaners, contractors, maintenance technicians, landscapers and other vendors.
Schedule cleaning, inspection, repair and maintenance appointments.
Confirm appointments and follow up until work is completed.
Collect invoices, receipts, photographs and completion documentation.
Maintain an open work-order tracker.
Escalate urgent property, guest, safety, electrical, plumbing, security or HVAC issues.
Identify repeated problems that may require root-cause analysis.
Inventory and Inspection Management
Maintain a room-by-room inventory for each property.
Track furniture, appliances, electronics, linens, kitchen supplies, bathroom supplies, décor, safety equipment and consumable supplies.
Record purchase dates, costs, warranties, model numbers and serial numbers when available.
Maintain turnover and inspection checklists.
Review inspection reports and photographs.
Identify missing, damaged, worn or low-stock items.
Prepare purchasing and replenishment recommendations.
Track recurring damages, shortages or replacement needs.
Tenant Billing and Accounts Receivable
Review utility bills for a long-term rental property.
Calculate amounts tenants are required to reimburse.
Prepare monthly tenant invoices for owner approval.
Prepare and track a $300 administrative fee associated with adding another occupant to a lease.
Track invoice dates, due dates, payments and outstanding balances.
Maintain supporting documentation and tenant correspondence.
Send approved invoices and payment reminders.
Escalate overdue balances or disputes to the owner.
Finance and Accounting Administration

A finance, accounting, bookkeeping or business background is strongly preferred.

Responsibilities may include:

Organizing income and expense records
Coding expenses by property, company, vendor and category
Maintaining accounts-payable and accounts-receivable trackers
Matching receipts to transactions
Identifying missing receipts or documentation
Organizing bank and credit-card reconciliation packages
Preparing property-level financial summaries
Comparing budgeted costs with actual costs
Tracking furnishing, launch and operating expenses
Tracking booking-platform payouts and fees
Preparing occupancy, revenue, expense and cash-flow reports
Coordinating with the company’s bookkeeper, accountant and tax professionals

The candidate should understand basic concepts such as revenue, operating expenses, capital expenditures, accounts payable, accounts receivable, cash flow, profit and loss, net operating income, return on investment and break-even analysis.

Experience with QuickBooks Online, Stessa, Microsoft Excel, Google Sheets or similar financial systems is preferred.

Tax-Strategy Documentation Coordination

The company will work with qualified accountants, CPAs, attorneys and tax professionals to evaluate and implement approved real-estate tax strategies.

The Virtual Assistant will not provide tax or legal advice. The assistant will coordinate the administrative documentation needed by the owner and professional advisors.

Responsibilities may include:

Maintaining a tax-strategy action tracker
Recording recommendations received from qualified professionals
Converting approved recommendations into tasks and deadlines
Coordinating documentation requested by the CPA or accountant
Organizing property closing statements and purchase documents
Tracking property placed-in-service dates
Organizing furniture, appliance, renovation and improvement invoices
Maintaining fixed-asset and purchase records
Organizing mortgage interest, property tax, insurance and utility records
Maintaining reservation histories and average-length-of-stay reports
Maintaining owner participation and property-activity logs when directed
Coordinating cost-segregation documents
Collecting year-end booking-platform statements
Identifying missing documentation
Preparing organized document packages for the accountant or CPA
Following up on outstanding questions and action items

The assistant must understand the difference between organizing tax documentation and providing tax advice. Final classifications, elections, deductions and tax decisions must be made by qualified professionals.

Artificial Intelligence and Automation

Strong experience using artificial intelligence tools is preferred.

Responsibilities may include:

Using ChatGPT and other approved AI tools for research, drafting, summaries, data organization, property descriptions, spreadsheet formulas and report preparation
Creating reusable prompts and AI-assisted workflows
Verifying AI-generated information before it is used
Identifying repetitive work that could be automated
Creating templates, checklists, forms and standard operating procedures
Documenting workflows so they can be repeated consistently
Protecting confidential information and following company rules regarding AI use

Applicants should be prepared to explain which AI tools they have used and provide examples of how they used them to improve productivity.

Website and Digital Support
Assist with updates to company and property webpages.
Add or revise approved text, photographs, FAQs, property details and local-area information.
Review webpages for broken links, outdated information, missing content, formatting problems and spelling errors.
Review webpages for mobile presentation and ease of use.
Maintain a website-change tracker.
Coordinate updates with the company’s web designer.
Assist with basic search-engine optimization and keyword research.
Support landing