Real Estate Assistant

Job Title: Virtual Assistant for Real Estate Brokerage

Job Summary:
We are seeking a highly organized and detail-oriented Virtual Assistant to support our busy real estate brokerage. The ideal candidate will be responsible for a variety of administrative and operational tasks that will keep the team running smoothly. From managing listings and documents to handling email communications and scheduling, you’ll play an integral role in streamlining our processes and ensuring that everything stays on track, especially as it relates to closings and maintaining our pipeline.

Key Responsibilities:

• New Listing Agreements & Paperwork: Manage new listing agreements, ensuring paperwork is completed accurately, signed, and stored in the appropriate location.
• Document Management: Organize and maintain contract documents once deals are under contract, ensuring they are stored correctly for easy access.
• Closings & Payment Tracking: Handle all tasks related to closings, ensuring that all documents and processes are completed for the transaction to close smoothly and that payments are processed accordingly.
• Data Entry & CRM Management: Input contact, property, sale information, and other relevant details into ReThink CRM accurately and promptly.
• Image Uploading & Organization: Upload pictures taken for each property to the appropriate file and ensure they are properly categorized and stored.
• Email Campaigns: Execute email campaigns, including drop cowboy and "just sold" campaigns, once a list is provided. Create targeted call lists using platforms like Reonomy, TLO, and CoStar.
• Email Management: Monitor and prioritize incoming emails, sending daily reminders and ensuring that nothing is overlooked. Organize my email inbox and remind me of important tasks each morning.
• Scheduling & Meetings: Schedule meetings via Teams, Google Meet, or other platforms, ensuring that all appointments are set up with relevant details.
• Send me my daily schedule each morning and weekly schedule every Monday morning.
• Pipeline & Activity Tracking: Maintain an up-to-date pipeline, tracking all activity (calls, showings, offers, etc.). Provide weekly updates to the team on activity.
• Online Listing Management: Manage online listings on platforms like LoopNet and MLS, ensuring all information is current and accurate.
• Additional Administrative Support: Assist with ad hoc tasks as required to ensure smooth operation and support for the brokerage team.

Requirements:

• Proven experience as a Virtual Assistant, Real Estate Assistant, or similar role.
• Familiarity with real estate industry practices, particularly related to paperwork and closings.
• Strong organizational skills and attention to detail.
• Excellent communication skills (both written and verbal).
• Proficiency with real estate tools and CRM software (ReThink, TLO, CoStar, etc.).
• Ability to work independently and manage multiple tasks efficiently.
• Comfortable with email marketing platforms (Woodpecker, Mailchimp, etc.).
• Knowledge of MLS, LoopNet, and other listing platforms is a plus.
• Strong technical skills, including familiarity with Google Workspace, Microsoft Teams, and other scheduling and communication tools.

Preferred Qualifications:

• Experience in the real estate industry.
• Knowledge of document management systems.
• Proactive approach to problem-solving and anticipating needs.