Job Title: Virtual Administrative Assistant (Real Estate)
Location: Remote
Department: Administrative Support
Reports To: Team Director
About Us:
Our client is a growing real estate team that specializes in brokering properties, as well as purchasing, renovating, and selling homes in need of TLC. They are a team of dedicated professionals—including buyers, a bookkeeper, and external contractors—who collaborate closely to drive results. Our client thrives on a culture of teamwork, integrity, and a commitment to making a positive difference in the communities we serve.
Core Values:
● Create & Maintain a Win-Win Environment
● Integrity, Discretion & Confidentiality
● Teamwork
● Enjoys Learning
● Positive Attitude
Position Overview:
We are seeking a full-time Virtual Administrative Assistant to provide critical support in managing real estate transactions and daily administrative operations. This role is ideal for an individual who is detail-oriented, proactive, and has strong organizational and communication skills.
As a Virtual Assistant, you will be responsible for managing administrative tasks and providing real estate transaction support to ensure smooth operations of property sales and related activities.
You will play an essential role in supporting our team’s back-office functions, ensuring that our clients and projects run efficiently and professionally. This is a dynamic role with a mix of real estate-specific tasks and general administrative duties, with a strong emphasis on organization and time management.
Key Responsibilities:
Real Estate Transaction Coordination & Administrative Support:
● Customer Interaction: Take calls from prospective clients to discuss our services and schedule appointments. Follow up with clients after appointments to gather feedback and continue relationship-building.
● Transaction Management: Guide clients through the process of selling their property, ensuring seamless communication from contract signing to closing day. Coordinate with clients, attorneys, brokers, and other parties via phone and email.
● Document Management: Prepare real estate documents (e.g., contracts, disclosures), send out final versions via DocuSign, and ensure all documentation is signed, filed, and recorded accurately in Dropbox.
● Salesforce Management: Record purchase and sale contracts, closings, and property status updates in Salesforce. Maintain project trackers and ensure all data is accurate and up to date.
● Utility Setup & Property Management: Coordinate property inspection services, utility setups, lawn care, dumpster rentals, and other tasks related to property rehabs. Oversee property management tasks for rental properties.
● Customer Follow-Up: Make follow-up calls to clients to ensure excellent service, address questions, and maintain strong relationships.
● Process Improvement: Proactively identify areas where workflows can be improved and suggest solutions to enhance efficiency.
Administrative Support & Virtual Assistant Tasks:
● Email Management: Sort, organize, and manage emails efficiently, ensuring responses are sent within one hour during U.S. business hours (8 AM – 5 PM). Respond to all emails and queries promptly and professionally.
● Task Management: Manage and complete task lists with minimal supervision. Prioritize tasks and ensure they are completed within the required time frame.
● Document and File Organization: Maintain digital filing systems (Dropbox, Google Sheets/Excel) and project dashboards, ensuring everything is organized and easily accessible for the team.
● Event and Meeting Support: Organize agendas, communications, and logistical details for team meetings, company events, and celebrations.
● Invoice & Receipt Management: Process and track invoices and receipts, ensuring they are entered into the bookkeeping system accurately and in a timely manner.
● Customer Relationship Management: Handle sensitive client information with care and maintain confidentiality. Follow up on client communications as needed, ensuring clear and empathetic communication.
● Saving Monthly Statements: Responsible for saving and organizing monthly statements, ensuring all financial records are accurately archived and easily accessible for bookkeeping and tax purposes.
Requirements
Skills & Competencies:
● Independent & Proactive: Ability to take initiative and solve problems independently. Must demonstrate resourcefulness and a solutions-oriented mindset.
● Effective Communication: Strong written and verbal communication skills. A clear and professional English accent is required for client calls and email correspondence.
● Detail-Oriented: Exceptional attention to detail, ensuring all documents, emails, and tasks are accurate and organized. Ability to handle multiple priorities with minimal oversight.
● Tech-Savvy: Comfortable using a variety of tools and systems, including:
○ Salesforce
○ DocuSign
○ QuickBooks & QuickBooks Online
○ Google Suite
○ Microsoft Office
○ Slack
○ Dropbox
○ Zoom
○ Loom
● Problem-Solving & Resourcefulness: Ability to proactively address issues, troubleshoot challenges, and suggest improvements in workflow or processes.
● Customer-Focused: Demonstrates empathy, emotional intelligence, and a "servant’s heart" when interacting with clients. Able to maintain professionalism and a positive attitude under pressure.
● Time Management: Excellent time management skills with the ability to prioritize tasks effectively and meet deadlines.
● Confidentiality & Security: Experience handling sensitive data and securing passwords. Familiarity with tools like LastPass is a plus.
Preferred Experience & Qualifications:
● Real Estate Experience: Prior industry experience in real estate, including familiarity with buying/selling processes, contracts, and transaction management, is preferred but not required.
● Salesforce Experience: Prior experience using Salesforce for data management is highly preferred.
● Virtual Assistant Experience: Experience working as a VA, especially in a real estate or administrative support role, is beneficial.
● Customer Service Experience: Experience in customer-facing roles, particularly in real estate or property management, is a plus.
Other Requirements:
● A reliable laptop and internet connection (90mbps or higher) for remote work.
● Availability during U.S. business hours (8 AM – 5 PM).
● Ability to work independently and manage multiple projects with minimal supervision.
● A sense of humor and a positive attitude, even under pressure.
Note
Shortlisted candidates will be required (upon consent) to share a 2-3 minute video of themselves detailing why they are interested in joining our team. In your video you will be expected to address the following:
● Why you are excited about the role and how your skills align with our team's values.
● Your experience in real estate or as a virtual assistant/admin.
● Any relevant tools or systems you have worked with (e.g., Salesforce, QuickBooks, DocuSign).
We look forward to hearing from you!
Benefits
Benefits:
● Competitive salary
● Health insurance
● Remote work flexibility
● Ongoing training and development
● Opportunity to work with a diverse and dynamic team
● Career growth potential