Three parcels in two jurisdictions
The assistant builds a property-level index, normalizes the visible identifiers, and flags periods where records are missing.
Records and tax research
Real Estate Tax Review Virtual Assistants
Organize property-tax records connected to estate holdings and sales, compare them with the supplied transaction file, and prepare visible gaps for professional follow-up.
Administrative document support only. Your licensed or responsible professional retains interpretation, judgment, and final approval.
Records and tax researchWho it is for
A defined role for a recurring document burden.
Fiduciaries, estate attorneys, property managers, and tax professionals handling estate-owned real property. It fits teams reconciling parcel records, tax bills, assessments, and sale documents across several properties or taxing jurisdictions.
Property records rarely arrive in one clean packet. Parcel numbers, owner names, and assessment periods often change across the documents.
- Tax bills, assessment notices, and parcel records use different identifiers for the same property.
- Estate ownership changes may not be reflected consistently across local records.
- A missing tax period or unexplained balance can sit unnoticed in a closing file.
- Public-record searches can produce possible matches that need careful, documented review.
Scope of work
What the assistant handles.
Work is performed against your written procedure. The assistant records what the source says, cites where it appears, and routes anything ambiguous to the agreed reviewer rather than resolving it independently.
- Inventory supplied tax bills, assessment notices, parcel records, and closing statements
- Record parcel identifiers, property addresses, tax periods, and owner names as shown
- Compare identifiers and visible amounts across the supplied documents
- Search approved public sources for related parcel or assessment records when scoped
- Flag missing periods, inconsistent identifiers, and unexplained differences
- Prepare a property-by-property exception summary for the responsible professional
Working sequence
How the work moves from intake to handoff.
Each step has a defined output. Nothing is marked complete without a source or an explicit note that the item remains open.
Inventory
Organize the supplied records by property and tax period. Missing periods are noted before comparison begins.
Match
Compare parcel identifiers, addresses, owner names, and visible amounts. Possible matches are labelled as possible until the reviewer verifies them.
Research
Where scoped, search the approved public sources and record the source, access date, and result for each query.
Handoff
Return a property-level index and exception summary. Tax, title, ownership, and payment decisions remain with the responsible professional.
Review-ready handoff
What your reviewer receives.
A property-level tax record index
A comparison log for identifiers, periods, and visible amounts
A public-source search log where research is in scope
An exception summary for professional follow-up
Deliverables are administrative work product. They support professional review and do not replace it.
Quality controls
How accuracy is checked.
- Each property has a stable working identifier tied to the source documents
- Possible public-record matches are labelled as unverified
- Missing periods and differences are recorded with a citation
- A reviewer confirms every match before it is used in a filing or decision
Where the role stops
Decisions that stay with you.
- No tax advice, assessment appeal, or payment recommendation
- No title, ownership, or valuation determination
- No assumption that a public-record match belongs to the estate
- No alteration of a tax notice, bill, or assessor record
Common starting scenarios
What this looks like in practice.
Realistic examples of how teams begin, without implying a legal or tax conclusion.
An estate sale with a prorated tax credit
The closing statement is compared with the supplied tax bill and the difference is recorded for the closing or tax professional to review.
A possible parcel match in a county portal
The search result is documented with its source and date, then marked unverified until the responsible professional confirms ownership.
Questions
Before you delegate this work.
Can the assistant appeal a property tax assessment?
No. It can organize the record and identify visible gaps, but assessment appeals and tax positions remain with the qualified professional.
Do you search county records?
When the scope includes approved public sources, yes. Search limits, source rules, and citation requirements are agreed in advance.
How are possible property matches handled?
They are recorded as possible matches with the source and access date. The assistant does not declare ownership or title.
Can you work across multiple states?
The workflow can support multiple jurisdictions, but the approved sources and record conventions must be defined for each one.
Bring one representative file.
We will walk through the document set, the fields you need recorded, the sources you approve, and the decisions that must stay with your team.
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