Virtual Assistant (Commercial Real Estate) 18332

Title: Virtual Assistant (Commercial Real Estate)

Location Preference: Philippines
Hours: Full-time typical working hours starting between 5 and 6 AM Mountain Time (7 and 8 AM Eastern)
Salary: USD $1000$1200/month

Overview:

The Commercial Real Estate Assistant provides administrative marketing and transaction support to myself and my team as it grows. This role ensures smooth operations of property listings client communications and deal coordination from listing to closing with a high level of customer service and administrative tasks.

Key Responsibilities

Administrative Support

Manage calendars schedule appointments and coordinate meetings.

Answer and direct phone calls; respond to emails professionally.

Maintain organized electronic and physical filing systems.

Keep CRM systems and property databases updated.

Transaction Coordination

Assist in preparing LOIs contracts and addenda under supervision.

Coordinate due diligence by collecting leases rent rolls surveys etc.

Track key dates: contingencies inspections financing and closings.

Communicate with attorneys title companies lenders and clients.

Marketing & Promotion

Create and update property flyers brochures and offering memorandums.

Upload listings to platforms (LoopNet CoStar MLS Crexi).

Manage social media posts for property marketing and branding.

Organize and send e-mail campaigns using Mailchimp or similar tools.

Order track and coordinate signage installation/removal.

Research & Analysis

Conduct market research and compile comparable sales/rent reports.

Gather property ownership data and investor contact information.

Enter accurate property details into listing databases.

Financial & Reporting Support

Prepare rent roll summaries basic pro formas and expense breakdowns.

Track marketing expenses and submit invoices.

Prepare weekly broker activity reports and pipeline summaries.

Qualifications

Strong organizational and communication skills.

Proficiency in Microsoft Office Google Workspace DocuSign Zoho MailChimp and others.

Familiarity with listing platforms like LoopNet CoStar and MLS.

Ability to manage multiple tasks with attention to detail.

Basic understanding of real estate terminology and contracts.

Checklist of Tasks

Daily

Respond to emails and phone calls.

Update CRM with new leads and property info.

Manage brokers calendar and schedule appointments.

Post new property listings online.

Weekly

Prepare and distribute property marketing materials.

Post social media updates for active listings.

Track deal milestones and update transaction status.

Create and send email blasts to client database.

Prepare weekly activity or pipeline reports.

Monthly

Audit CRM and database for accuracy.

Review marketing performance metrics.

Coordinate signage installation/removal for new/closed listings.

Assist with monthly expense reporting.

As Needed

Prepare LOIs contracts and amendments under broker supervision.

Assist with due diligence document collection and organization.

Research market data and prepare comp reports.

Required Experience:

Junior IC