Real Estate Virtual Assistant (Admin)

We at Acxelsus are on a mission to showcase exceptional Filipino talent globally. Beyond educational credentials and professional experience, we highly prioritize passion, dedication, loyalty, and a proactive attitude towards personal growth. Our foundation is built upon a set of core values - R.I.G.H.T. - representing Reliability, Integrity, Goal-Oriented mindset, Happiness, and Teamwork. These values define our identity and guide our approach to achieving success. If you are passionate about advancing your career, forging genuine connections, and becoming part of a team committed to your success, join us! Job Overview We are looking for a detail-oriented Real Estate Virtual Assistant (Admin) to support the day-to-day administrative and transaction needs of a busy real estate business. This role is ideal for someone who thrives on structure, enjoys keeping systems organized, and takes pride in making sure nothing falls through the cracks — from listing paperwork to client follow-ups. Key Responsibilities Transaction Coordination: Manage listing and closing paperwork from contract to close, ensuring all documents, deadlines, and disclosures are complete and properly filed Calendar & Scheduling Management: Coordinate showings, inspections, appraisals, and client meetings across agents' calendars, avoiding conflicts and sending timely reminders CRM & Database Management: Maintain accurate, up-to-date client and property records in the CRM, including lead status updates and contact information Listing Support: Prepare and upload property listings to MLS and marketing platforms, including descriptions, photos, and pricing details Client & Vendor Communication: Respond to routine emails and calls, coordinate with vendors (photographers, stagers, inspectors), and relay updates between agents and clients Document & File Organization: Create, organize, and maintain digital files for contracts, disclosures, and compliance documents using cloud storage systems Marketing Support: Assist with creating and scheduling social media posts, email campaigns, and flyers for active listings Reporting: Prepare weekly or monthly reports on pipeline status, closed transactions, and marketing performance for the broker/team lead Qualifications Education: Bachelor's degree in Business Administration, Real Estate, Communications, or a related field (or equivalent practical experience) Experience: At least 2-3 years of experience as a Virtual Assistant or Administrative Assistant supporting a US, Australian, or Canadian real estate client or brokerage Technical Skills: Proficiency with MLS platforms, CRM tools (e.g., Follow Up Boss, kvCORE, Chime, or similar), transaction management software (e.g., Dotloop, SkySlope, or DocuSign), Google Workspace and/or Microsoft Office, and basic familiarity with project management or scheduling tools (e.g., Asana, Trello, Calendly) Soft Skills: Strong attention to detail, excellent time management, ability to multitask across multiple listings/transactions, proactive communication, and comfort working independently with minimal supervision Language: Excellent verbal and written English communication skills Preferred Qualifications Prior experience specifically in real estate transaction coordination Familiarity with real estate marketing tools (e.g., Canva, Buffer, Hootsuite) Experience supporting agents/brokers across multiple US time zones What We Offer Here at Acxelsus, our people come first. We offer total compensation to ensure our team experiences overall wellness and has the financial resources and support they need. Market-competitive salary Health & group life Insurance Fixed weekends off; Dayshift schedule Paid time off and birthday leave Learning & development Employee recognition Work-life balance Diverse and positive work environment Ready to experience the #AcxelsusAdvantage? Join our team today!