Real Estate Listing & Transaction Support Virtual Assistant

Job description

About this role

The immediate priority is finding someone with real estate experience who can help move new listings from initial paperwork through MLS entry and seller documentation. The VA will work within the client's established systems and receive training on his specific Bright MLS and Dotloop processes. The position will begin at 10-20 hours per week to allow the VA to become familiar with the client's systems and workflows, with the opportunity to increase hours as the client's business and delegated responsibilities grow.

Responsibilities

• Prepare listing paperwork and supporting documents
• Enter and update property listings within Bright MLS
• Create and maintain property feature sheets
• Prepare contracts and listing documents within Dotloop
• Send documents to sellers for electronic signature
• Maintain accurate and organized transaction files
• Assist with listing updates and other transaction-related paperwork
• Coordinate and maintain the client's prospecting schedule
• Organize listing and client information
• Track outstanding paperwork, signatures, and follow-up items
• Assist with recurring real estate administrative tasks
• Help ensure new listing opportunities move through the required workflow efficiently
• Assist with basic listing-related marketing materials as needed
• Write or format property descriptions and basic advertising copy
• Support simple content or YouTube uploads when time permits
• Maintain organized property photos and marketing assets
• Design and prepare a monthly newsletter using the client’s existing template and provided content.

Qualifications and requirements

• Previous real estate administrative, listing, or transaction coordination experience strongly preferred
• Multiple Listing Service experience preferred; Bright MLS experience highly preferred
• Dotloop experience preferred
• Experience preparing listing paperwork and transaction documents preferred
• Strong data-entry and document-management skills
• Strong organizational and time-management skills
• Basic real estate marketing or property-description experience is a plus
• Experience managing and updating client records within a CRM system
• Experience posting and maintaining content on the client’s Facebook business page
• Experience preparing, editing, and distributing monthly newsletters through the client’s CRM
• Experience preparing and coordinating monthly postcards for the client’s sphere of influence
• Previous real estate experience
• Familiar with listing and transaction workflows
• Highly organized and detail-oriented
• Comfortable handling contracts and time-sensitive documentation
• Strong written English communication