Virtual Assistant

We are seeking a highly organized and proactive Virtual Assistant to support the daily operations of our real estate team. This remote role will assist with administrative tasks customer service scheduling and other essential duties to ensure smooth real estate transactions and enhance the teams productivity. The ideal candidate is detail-oriented tech-savvy and able to handle multiple tasks efficiently in a fast-paced environment.

Key Responsibilities

• Administrative Support:

  • Manage emails calendars and appointments for real estate agents and property managers.
  • Organize and maintain electronic files client records and property listings in the CRM system.
  • Assist with document preparation including contracts agreements and marketing materials.
  • Handle phone calls and messages on behalf of the team including client inquiries and appointment scheduling.

• Client Communication:

  • Respond to client inquiries via phone email and chat providing exceptional customer service and information on properties listings and transactions.
  • Coordinate showings and follow-up communication with clients.
  • Maintain professional relationships with clients providing them with updates on the status of their transactions.

• Scheduling & Coordination:

  • Schedule property showings client meetings inspections and other real estate-related appointments.
  • Coordinate with vendors contractors and service providers for property maintenance staging or repairs.
  • Ensure all appointments are kept on track and make necessary adjustments to schedules as required.

• Real Estate Software Management:

  • Update and maintain property listings in MLS (Multiple Listing Service) and other real estate platforms.
  • Assist in managing the companys website and social media accounts ensuring that all listings and promotions are up-to-date.
  • Use real estate CRM (e.g. Salesforce Zoho) to track leads prospects and client communications.

• Research & Data Management:

  • Conduct market research on properties neighborhoods and competitors to support the sales teams strategy.
  • Prepare reports and summaries for the team tracking key metrics like property sales listings and client activity.
  • Maintain and organize records of transactions ensuring all documentation is accurate and compliant.

• Marketing & Social Media:

  • Assist with creating marketing materials including property flyers newsletters and digital ads.
  • Post new property listings on various online platforms and social media channels (Facebook Instagram LinkedIn etc.).
  • Monitor and respond to online inquiries and comments on social media platforms.

• Miscellaneous Tasks:

  • Assist with ad-hoc projects including event planning for open houses or client appreciation events.
  • Handle basic bookkeeping tasks such as invoicing and expense tracking (if applicable).

Qualifications

• Education:

  • High school diploma or equivalent required; Associates or Bachelors degree in Business Real Estate or a related field preferred.

• Experience:

  • 1 years of experience as a virtual assistant administrative assistant or in a customer service or real estate support role.
  • Experience using CRM systems MLS and other real estate software tools is a plus.

• Technical Skills:

  • Proficient with Microsoft Office Suite (Word Excel Outlook).
  • Familiarity with real estate platforms (e.g. MLS Zillow Redfin) and media management tools (e.g. Hootsuite Buffer).
  • Knowledge of cloud-based collaboration tools (Google Workspace Zoom etc.).
  • Ability to learn new software and tools quickly.

• Soft Skills:

  • Strong written and verbal communication skills.
  • Highly organized with the ability to manage multiple tasks simultaneously.
  • Excellent attention to detail and time management skills.
  • Customer-oriented with a friendly and professional demeanor.
  • Self-motivated and able to work independently with minimal supervision.