Client Operations & Executive Assistant – Client Delivery Focus (Remote)

Operations & Executive Assistant – Client Delivery Focus (Remote)

We’re Total Property Group - calm operators delivering world-class property deals, minus the chaos.

Tired of stepping into roles with no clarity, endless firefighting, and zero real support? We’ve been there, and built our business to be the opposite.

We’re a fast-paced UK property investment company helping hands-off investors build income through high-yield Liverpool buy-to-lets.

We’re looking for a smart, steady operator to become the calm, capable hand behind our client journey. Someone who thrives on structure, takes ownership, and brings clarity to the chaos.

You’ll work directly with the founder, manage inboxes, chase agents and solicitors, and keep deals moving - all while helping us deliver a world-class experience to our clients, with trust, autonomy, and real responsibility from day one.

About Us

We’re Total Property Group - a focused, founder-led team that’s helped investors secure over £8M in profitable buy-to-let deals. We’ve also built a 5-star reputation by delivering calm, consistent service — and we’re proud of the trust we’ve earned from our clients. We were recently Highly Commended as Property Investment Company of the Year 2024.

We move fast, cut through noise, and value people who take ownership. No drama. Just delivery.

What You’ll Actually Do

You’ll:

🔧 Manage onboarding - contracts, ID checks, intro emails, records

🔧 Track live deals in Podio and chase agents, brokers, and solicitors

🔧 Oversee the lettings phase - listings, viewings, updates to clients

🔧 Monitor the founder’s inbox - flag, triage, and draft high-quality comms

🔧 Eventually send client and partner emails independently

🔧 Keep calendars and tasks on track - set reminders, book calls

🔧 Ensure key deal milestones and client updates don’t fall through the cracks

🔧 Delegate time-sensitive tasks for when you’re offline, and follow up

🔧 Support internal admin, invoice tracking, and light process updates

🔧 Spot gaps, suggest improvements, and take initiative to fix things

🔧 Coordinate appreciation touchpoints like check-ins or small gifts

🔧 Step into sourcing or admin tasks temporarily if someone’s off

This isn’t a junior VA role. We’re looking for someone who runs operations with care, precision, and a sense of ownership.

What You’ll Need to Succeed

✅ Proven experience in client support, operations, or executive assistance – ideally supporting founders or senior teams remotely

✅ Clear, confident communicator – able to write and respond professionally on our behalf

✅ High attention to detail – keeps things accurate, organised, and on track

✅ Comfortable juggling moving parts and staying calm under pressure

✅ Familiar with CRMs or task tools (e.g. Notion, Podio, Monday)

✅ Strong written English and a structured, reliable work style

✅ Reliable internet and a distraction-free home office setup

👣 How You Think Matters More Than Your CV

We don’t hire titles - we hire mindset.

You’ll thrive here if you:

✔ Take Initiative - you act before being asked

✔ Solve Problems Proactively - you fix, not just flag

✔ Learn Fast - you're resourceful, curious, and comfortable picking up new tools or systems quickly

✔ Sweat the Details - spelling, tone, follow-up

✔ Think About the Client - empathy and professionalism every time

🙅‍♀️ Who This Role Might Not Suit

This role offers a lot of autonomy, which is a great fit for people who enjoy working independently and taking ownership.

It might feel challenging if you:

✘ Prefer frequent check-ins or step-by-step instructions to stay on track

✘ Find it stressful when plans shift or things get busy

✘ Don’t enjoy managing inboxes or working across varied responsibilities

We’ll provide clear structure, onboarding, and support, and once you’re confident, we’ll trust you to make it your own.

What You’ll Get

✔ A steady, meaningful part-time role (25 hrs/week)

✔ Clear priorities, calm systems, and no micromanagement

✔ Freedom to own your outcomes and work remotely

✔ A founder who respects your time and trusts your judgement

✔ The chance to play a key role in delivering a world-class client experience

🚀 Growth Opportunities

This role is designed to grow with you. Potential next steps include:

• Increasing hours over time, though staying part-time is absolutely fine
• Taking on additional strategic or leadership responsibilities as the business scales
• High performers may be invited onto a structured personal development plan with tailored training and growth opportunities

We want someone who’s in it for the long haul - and excited to grow with us at a pace that works for both of us.

📍The Details

Title: Operations & Executive Assistant – Client Delivery Focus

Hours: 25 hours/week (Monday–Friday)

Schedule: You’ll work 5 hours/day - with overlap to UK hours (exact hours agreed on onboarding)

Pay:

💷 £13.00–£17.50/hour

🇨🇿 R300–R400/hour

💷 ~£1,300–£1,750/month (R30,000–R40,000) for 25 hours/week

Based on experience

Start Date: ASAP

Website: Search “Total Property Group Liverpool UK”

🧠 A Note from Pat (Founder)

“This is a high-trust role. We are looking for someone world-class who gets things done. You’ll manage the inbox, follow up with clients and agents, and keep operations running so I can focus on growing the business. If that excites you, we’ll work very well together.”

Pat, Founder @ TPG

✅ Next Steps

Take the Wealth Dynamics / Genius U Test:

→ https://app.geniusu.com/genius_test/

(Save your full report - you’ll need it later.)

Prepare these 3 documents:

1. Your CV
2. A short covering letter
3. Your Wealth Dynamics / Genius U profile report

Cover Letter Guidelines

Keep it short and human. Tell us:

– Why this role excites you

– Why you’re interested in property investment

– Why we can trust you to handle pressure and detail

Complete our online application form:

📌 Upload all 3 documents at the bottom of the form

🟢 Bonus: If you’ve read this far, when asked your favourite colour in the form, you must choose “olive.” 😉

🗓 Applications close: 10 days after this job goes live

🔗 Apply here: https://podio.com/webforms/30378132/2558482