Virtual Assistant

Position Summary:

TheVirtual Assistant (Real Estate Admin)is an integral part of our real estate team, responsible for managing a broad range of administrative tasks. The assistant works closely with our agents ("rain makers") to coordinate all aspects of property listings and sales transactions, ensuring a smooth, organized process that enhances our client's experience. This is a critical role that involves high levels of organization, ability to create and follow systems, tech-savviness, and a strong attention to detail. The ideal candidate should be meticulous, deadline-driven, and able to prioritize tasks effectively. This is a virtual role that requires a proactive individual eager to learn and adapt in a fast-paced real estate environment.

Job Details:

Work from home

Monday to Friday | 8 AM to 5 PM EST | Some flexibility on the schedule down the road

*Following US Holidays

Responsibilities:

• Transaction Coordination:Oversee all aspects of sellers' transactions from initial contact to executed purchase agreement, including coordination of staging, repairs, inspections, marketing activities, title/escrow, and closing processes.
• Listing Management:Prepare all listing materials, input information into the Multiple Listing Service (MLS) and other marketing websites, coordinate showings, obtain necessary signatures, and provide regular updates and feedback to sellers.
• Digital and Physical Marketing:Manage all aspects of digital and physical marketing, including preparation of listing and open house flyers, graphics, signage, and other materials. Assist in enhancing the agent's social media presence and obtaining client testimonials for marketing use.
• Email and Calendar Management:Manage and filter all emails and calendar events for the agents, ensuring efficient scheduling and communication.
• Data Management:Manage digital storage, maintaining a comprehensive and well-organized client database. Regularly update this database and transaction management systems.
• Reporting and Accountability:Provide regular reports to the agents and hold them accountable for conducting agreed upon lead generation activities.
• Office Administration:Oversee all aspects of the administration of the agent’s business, including coordination of office equipment, marketing materials, and supplies.
• System Creation and Maintenance:Create and manage all systems for sellers, buyers, client database management, lead generation tracking, and office administration. Also, responsible for updating the business operations manual and all job descriptions/contracts for future hires.

Qualifications:

• At least 5 years’ experience as a virtual assistant or administrative role.
• Prior experience in real estate administration up to the closing process is ideal.
• Proficiency in using online tools and software for project management, communication, and data storage.
• Exceptional organizational and multitasking abilities, with an aptitude for creating and managing systems.
• Strong attention to detail and the ability to meet deadlines efficiently.
• Excellent communication skills, both written and verbal.
• Demonstrated ability to prioritize tasks and manage time effectively.
• Proven experience in managing digital and physical marketing campaigns.
• Understanding of the Multiple Listing Service (MLS) and other real estate listing platforms.
• A willingness to learn and adapt in a fast-paced environment.
• Comfortable working remotely, with the ability to collaborate effectively in a virtual setting.