Operations & Executive Support Specialist
(Boutique Real Estate & Property Operations – Part-Time, Tucson-Based)
Overview
We’re a boutique-style real estate and property management company that manages a mix of long-term unfurnished homes and mid-term furnished rentals. Our approach is personal and service-oriented — we care about the people as much as the properties.
We’re looking for a proactive, detail-oriented problem solver to support the owner in running and improving day-to-day operations. This person will be the go-to right hand who keeps things running smoothly — someone who anticipates needs, takes initiative, troubleshoots issues, and brings solutions.
The owner is not always onsite, so this role requires someone who can fill the gaps, take ownership, and confidently step in to keep things moving when the owner is unavailable.
We’re also in the process of streamlining and automating systems so that our time and energy can focus on what matters most — the people and the properties. The right person will bring a systems-oriented mindset and a hospitality-driven, customer service attitude, helping create efficiencies while ensuring everyone they interact with feels cared for and valued.
Because we actively use technology to increase efficiency, this person should also be open and willing to use AI tools to assist with organization, communication, documentation, and workflow improvement.
If you’re naturally resourceful, organized, customer focused, and thrive in an entrepreneurial, relationship-driven environment — and especially if you have real estate experience or an interest in learning the business — this could be the perfect fit.
Core Responsibilities
Administrative & Operational Support
Flag issues or delays for owner input only when necessary.
Streamline and maintain smooth processes across all departments.
Manage and coordinate Google Calendars and appointment schedules.
Handle communication follow-ups, documentation, and escalations as needed.
Pick up, sort, and process business mail.
Deposit checks and record payments.
Order and track office and property supplies.
Review and organize physical and digital files (OneDrive, DoorLoop).
Prepare and organize annual tax return documentation.
Manage insurance tasks — coverage updates, letters, and refunds for sold properties.
File and safeguard sensitive documents (electronically and paper).
Book flights, hotels, and coordinate owner travel arrangements.
Property & Resident Coordination
Supervise and guide virtual assistants (VAs), maintenance staff, and external vendors.
Track and mail 5-day Pay or Quit and Security Deposit letters prepared by VA.
Approve use of reserves and monitor late fee enforcement for residents.
Oversee Rent-to-Own VA to ensure effective communication, rent collections, and payment plans in DoorLoop.
Communicate directly with residents for higher-level or sensitive situations.
Vet incoming Rent-to-Own applications and coordinate next steps.
Meet residents for key exchange, walkthroughs, or notarizing documents.
Coordinate start/stop of utilities and manage landlord agreements.
Place home warranty service requests and process payments.
Coordinate maintenance and cleaning teams to ensure timely, high-quality work on all properties.
VRBO & Furnished Rental Support
Regular check-ins on furnished/VRBO properties (supplies, décor, and furniture condition).
Communicate with VRBO Specialist and assist with any on-site needs.
Replace or update in-home notebooks.
Purchase restock supplies or décor as needed.
Marketing & Property Readiness
Order flyers and marketing materials for available Rent-to-Own homes.
Monitor supply levels for marketing items (lockboxes, signs, directional arrows).
Personally install and remove property signs and directional signage.
Oversee online marketing listings to ensure accurate, timely, and high-quality presentation (Zillow, Turbo tenant, Craigslist, Facebook, Doorloop)
Support social media and promotional efforts as needed.
Key Traits & Expectations
Problem Solver: Finds answers. Looks for solutions and proposes next steps.
Hospitality Mindset: Approaches residents, guests, and vendors with warmth, professionalism, and a service-oriented attitude.
Systems-Oriented: Helps refine workflows, document SOPs, and improve operational efficiencies.
Follow-Up & Accountability: Strong at tracking details, closing loops, and ensuring nothing falls through the cracks.
Tech-Positive: Open to learning and using tools (including AI) to improve organization, communication, and productivity.
Initiative & Ownership: Steps in when the owner is unavailable, keeps things running smoothly, and makes thoughtful decisions in alignment with company goals.
Resourceful: Figures things out even when direction isn’t clear.
Organized & Detail-Oriented: Keeps systems and records tidy and accurate.
Professional Communicator: Communicates clearly and courteously with residents, guests, vendors, and team members verbally and in writing.
Flexible & Adaptable: Comfortable wearing many hats and shifting priorities.
Team-Minded: Collaborates with VAs, bookkeeper, and operations partners to keep the business running smoothly.
Preferred Qualifications
Experience or strong interest in real estate, property management, hospitality, or operations (particularly in boutique or owner-operated settings).
Proficient in Microsoft Excel, Word, and OneDrive (required).
Experience with a CRM and/or property management software (preferred).
Familiarity with short-term or mid-term rental platforms (Airbnb, VRBO, Furnished Finder) is a plus.
Experience developing or maintaining SOPs, process checklists, or automation tools preferred.
Comfortable and open to using AI tools to improve efficiency, communication, and problem-solving.
Notary public (or willingness to become one) is a plus.
Reliable transportation (local errands, site visits, sign installs, etc.).
Hours & Structure
Part-time, approximately 10–15 hours per week.
Flexible schedule, but must be available for key business needs, which may include occasional nights and weekends.
Primarily in-person role with some tasks that can be completed remotely.
Compensation
Starting Rate: $18–$22 per hour, depending on experience and qualifications.
The position will begin as an hourly role for the first 60–90 days to allow for training, evaluation, and mutual fit.
After this initial period, the intention is to transition to a monthly retainer or salary structure, based on consistent workload and performance.
Approximate monthly range equivalent: $800–$1,300/month for 10–15 hours per week.
Opportunity for increased responsibilities over time as systems and operations expand.
Physical Requirements
This position involves a combination of office-based and field-based work.
Frequent sitting, standing, walking, and driving between properties and locations.
Occasional bending, kneeling, reaching, and filing.
Ability to lift, carry, and move items up to approximately 25 pounds (such as signage, supplies, or small furniture).
Ability to install property signage, place marketing materials, and complete light manual tasks as needed.
Must have reliable transportation for local travel throughout Tucson and surrounding areas.
Other Duties
This job description is not all-inclusive. The Operations & Executive Support Specialist will perform other related duties as needed to support the owner and ensure smooth business operations.
How to Apply
To ensure you’ve read this description carefully and are a good fit for our team, please complete the following steps:
1. Send an email with the subject line:
