Real Estate Executive & Transaction Support Virtual Assistant

Job description

About this role

The VA will support CRM and database management, transaction and listing coordination, lead and client follow-up, calendar and inbox management, document organization, and recurring administrative workflows. This is not intended to be an entry-level real estate position. The client specifically wants someone with previous U.S. real estate experience who already understands real estate terminology, transaction workflows, and CRM management and can become increasingly independent after learning her specific systems and processes.

Responsibilities

• Support buyer and seller transactions from beginning through closing
• Prepare, organize, and maintain transaction documentation
• Coordinate required signatures, disclosures, and supporting documents
• Assist with listing entry and MLS-related administration
• Upload property information, photos, and listing materials as needed
• Track transaction deadlines and outstanding requirements
• Coordinate inspections, vendors, appointments, and other transaction activities
• Maintain and organize the client's CRM and real estate database
• Update lead and client records, notes, statuses, and follow-up requirements
• Conduct routine lead and client follow-up
• Assist with appointment setting and confirmations
• Maintain organized follow-up workflows and ensure opportunities do not fall through the cracks
• Support the transition or organization of CRM systems as needed
• Manage and organize inbox and calendar activity
• Track recurring tasks, deadlines, appointments, and priorities
• Proactively remind the client of outstanding items and required actions
• Follow up with the client when information or approvals are needed
• Identify missing information or errors rather than waiting for instruction

Qualifications and requirements

• Strong hands-on experience in U.S. residential real estate required.
• Senior-level experience preferred.
• Strong property management candidates with transferable U.S. real estate experience may also be considered.
• Transaction coordination experience strongly preferred.
• Listing coordination and MLS experience strongly preferred.
• Real estate CRM/database management experience required.
• Experience supporting buyer and seller transactions preferred.
• Executive assistant or high-level administrative support experience preferred.
• Lead and client follow-up experience required.
• Strong written and verbal English communication.
• Strong organizational, project-management, and follow-through skills.
• Ability to manage multiple priorities and deadlines.
• Demonstrated ability to work independently after training.
• Strong attention to detail and accuracy.
• Ability to follow established SOPs while also identifying opportunities to improve workflows.
• Ability to proactively communicate issues, missing information, and upcoming deadlines.
• Highly organized, structured, and process-oriented
• Previous hands-on U.S. residential real estate experience
• Proactive rather than task-dependent