Real Estate Administrative Virtual Assistant

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Real Estate Administrative Virtual Assistant to support our growing real estate team. The ideal candidate is experienced in administrative operations, CRM management, data entry, marketing support, and transaction coordination. This role is critical to ensuring smooth day-to-day operations and maintaining accurate client and transaction records.

Key Responsibilities
Administrative Support
Manage daily administrative tasks and team support functions
Maintain organized digital files and documentation
Assist with calendar management, scheduling, and task tracking
Prepare reports and spreadsheets as needed
CRM Data Hygiene & Database Management
Maintain accurate and up-to-date CRM records
Clean, organize, and segment contact databases
Remove duplicate records and update missing information
Monitor lead status and ensure proper tagging and categorization
Maintain database integrity and reporting accuracy
Data Entry & Record Keeping
Input and update client, property, and transaction information
Ensure accuracy and completeness of records
Maintain listing, buyer, seller, and transaction databases
Perform quality control checks on entered data

Email Marketing & Newsletter Management
Create and format newsletters using email marketing platforms
Coordinate newsletter content and distribution schedules
Monitor email campaign performance metrics
Manage contact lists and audience segmentation
Listing & Transaction Coordination Support
Manage listing and transaction checklists
Track deadlines, contingencies, and required documentation
Coordinate with agents, clients, title companies, lenders, and vendors
Ensure compliance with transaction timelines and processes
Assist in preparing listing documents and marketing materials

Qualifications
Required

Previous experience as a Virtual Assistant, Administrative Assistant, or Real Estate Assistant
Strong organizational and multitasking skills
Excellent attention to detail
Proficiency with CRM systems
Strong written and verbal English communication skills
Proficiency with Google Workspace (Docs, Sheets, Drive) and Microsoft Office
Ability to work independently and meet deadlines
Preferred

Real estate industry experience

Experience with platforms such as Follow Up Boss, KVCore, BoomTown, Lofty, Salesforce, or similar CRMs
Experience with email marketing tools (Mailchimp, Constant Contact, ActiveCampaign, etc.)
Knowledge of real estate transactions and listing processes
Transaction coordination experience

Technical Requirements

Reliable high-speed internet connection
Quiet and professional work environment
Updated computer with dual monitors preferred
Backup power and internet solutions preferred