Personal Assistant

Position: Personal Assistant to Garrett Peers (Property Industry Specialist)
Location: Dublin or Surrounding Areas (Hybrid: Home-based + 1 day per week in office)
Hours: 25–30 hours per week
Compensation: €20–€30 Per Hour depending on experience

About Garrett Peers

Garrett Peers is a forward-thinking property professional, recognized for delivering exceptional results through innovation, efficiency, and strategic growth. Operating primarily in Ireland and the UK, Garrett intends to enter the US property market in Q4 of this year. If you’re organized, tech-savvy, KPI-focused, and have a passion for property, we want to hear from you. Find out more at www.garrettpeers.com.

Role Overview

You will work 25–30 hours per week as a Personal Assistant, providing both strategic and administrative support in the property sector. This position merges classic PA tasks—such as calendar management—with advanced CRM oversight, practical AI implementation, and coordination with diverse stakeholders (contractors, builders, architects, engineers, letting agencies like Arkcon Lettings, legal teams for conveyancing, and other business partners).

While our core operations are in Ireland and the UK, we plan to expand into the US market in Q4—so there is potential for future international coordination. You will generally work remotely from Dublin or nearby areas, with one on-site day per week for face-to-face coordination and urgent tasks. Performance is measured through Key Performance Indicators (KPIs) that reflect our commitment to efficiency, innovation, and growth.

Key Responsibilities

• Inbox and calendar management: Respond to emails, messages, and calls within agreed KPIs (e.g., 100% within 2 business hours). Coordinate meetings, site visits, and schedules with no errors or missed appointments.
• Travel and event coordination: Arrange flights, hotels, and other logistics for property-related events, conferences, and site inspections—mainly in Ireland and the UK, with potential for future US travel. Ensure all bookings are cost-effective and align with project timelines.
• CRM systems administration: Maintain and update CRM platforms with accurate data and on-time reporting for our growing property portfolio.
• Property and partner coordination: Liaise with Lettings agent for tenant communications and property readiness; coordinate with contractors, builders, architects, engineers, legal teams, and business partners to manage project timelines and deliverables. Create and edit property listings, investor decks, and marketing materials.
• AI tools and process optimization: Identify and implement at least two AI-driven solutions in the first three months (e.g., automated follow-ups or predictive analytics) and measure efficiency gains (such as 20% time saved on repetitive tasks).
• Project coordination: Organize and monitor property projects (including construction or refurbishments) using Asana, Excel, or similar tools. Provide weekly project updates on progress.
• Financial and administrative tasks: Prepare invoices, handle property-related expenses, and manage vendor contracts in Xero, ensuring zero discrepancies.
• Performance tracking and continuous improvement: Operate within a KPI-driven framework, delivering dashboards on response times, lead conversions, contractor performance, and AI adoption. Propose at least one process improvement each quarter with measurable outcomes.

Example Tasks

• Coordinating with Arkcon Lettings, business partners, contractors, architects, engineers, and solicitors to keep projects on track.
• Sourcing and setting up AI tools to automate tenant follow-ups or forecast building material needs.
• Booking domestic or future international (US) flights, hotels, and car rentals for property visits or conferences, and creating detailed itineraries.
• Updating and maintaining leads, tenant records, and property metrics in CRM systems for efficient reporting.
• Drafting and reviewing invoices for building works or letting fees in Xero.
• Spending one day per week on-site to conduct in-person meetings, review documentation, or handle urgent issues.

Key Performance Indicators (KPIs)

• Communication response time: 100% within agreed SLAs (e.g., 2 hours).
• Scheduling accuracy: Zero errors in calendar entries, site visits, or contractor meetings.
• Travel efficiency: On-time flight and hotel bookings within budget and project objectives.
• CRM data integrity: 100% accuracy, with weekly reports on leads, deals, and conversions.
• AI implementation: At least two AI-driven solutions integrated within three months, showing a measurable (e.g., 20% reduction) in repetitive tasks.
• Project tracking: Weekly updates in Asana with no missed deadlines or unreported progress.
• Financial accuracy: Zero discrepancies in invoices or reports, including contractor and letting fees.
• Process improvement: One targeted workflow improvement proposed per quarter, backed by measurable outcomes.

Skills and Qualifications

• Minimum 3 years of relevant experience in personal assistance, property administration, or operations management.
• Strong knowledge of property transactions, market trends, and stakeholder relationships (letting agencies, contractors, architects, and other partners).
• Basic understanding of property conveyancing to effectively liaise with legal teams.
• Proficiency in organizing complex travel arrangements in Ireland, the UK, and potentially the US.
• Proven CRM experience (Salesforce, HubSpot, High-Level) with the ability to configure workflows and generate analytics.
• Experience implementing AI solutions for automation, lead generation, or data analytics.
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint), OneDrive, Asana, and Xero.
• Exceptional attention to detail, able to prioritize multiple tasks with minimal supervision.
• Excellent written and verbal communication, comfortable working with letting agencies, contractors, architects, and other partners.
• Strong analytical mindset, accustomed to setting and meeting KPIs.

Job Type: Part-time

Pay: €20.00-€30.00 per hour

Expected hours: 20 – 30 per week

Benefits:

• Work from home

Schedule:

• Monday to Friday

Experience:

• PA/ EA: 3 years (required)
• Property transactions: 1 year (preferred)
• organizing complex travel arrangements: 1 year (preferred)
• CRM: 1 year (required)

Licence/Certification:

• Driving Licence (required)

Work authorisation:

• Ireland (required)

Work Location: In person