Real Estate Data Manager (List Management & Duplicate Prevention Systems)

We are a land investing company looking for an experienced Data Manager to build a clean, organized system for managing our property data.

This is not a basic data entry role.

We pull property records, skip trace them, and market directly to sellers. Our biggest bottleneck right now is data management. We need a system that ensures we are not pulling or paying for the same data more than once.

Our goal is to eliminate wasted spend from duplicate and repeated data pulls.

We currently pull property data using Land Portal, Land Insights, and Land Vision software, so experience working with exported property or parcel datasets (CSV/Excel) is important.

We are looking for someone who can build a simple, effective system to manage and prevent duplicate property data at scale.

Responsibilities:
Review and organize our existing Google Sheets data
Build a master database of all property records we’ve pulled
Create a system to remove duplicate records and prevent us from repulling the same properties in the future
Set up a process to compare new lists against existing data before skip tracing
Structure and tag data (date pulled, skip traced, follow-up timelines, etc.)
Create a clear, repeatable workflow (SOP) for pulling, cleaning, and preparing data
Recommend improvements to make the system more efficient and cost-effective
Requirements:
Advanced experience with Google Sheets or Excel
Experience working with real estate or property data (land is a strong plus)
Strong understanding of removing duplicate records and preventing repeated data pulls over time
Familiarity with parcel-level data (APN, owner records, etc.)
Ability to build simple, scalable systems
Clear communication and ability to explain your process step-by-step
Build and implement a process within our data software (Land Portal) to prevent exporting duplicate property records, including creating and maintaining suppression lists to filter out previously pulled data
Project Scope:

Important:

This role is focused on building a system that prevents duplicate data from ever being used.

This includes:

Preventing repurchasing the same property records more than once
Preventing duplicate skip tracing on records already processed
Structuring data so new lists are checked against existing records BEFORE any skip tracing or processing happens
We want to implement a system that prevents pulling duplicate records directly within our data software (Land Portal) before export, using suppression lists or similar tools. The goal is to eliminate duplicates at the source and create a simple, repeatable process that can be followed every time new data is pulled.


This is not just about cleaning data — it’s about building a system that eliminates unnecessary spend and ensures we only work with new, unused records.

This is a project-based role to build out our data system using our current datasets.

If the system works well, there will be ongoing work to manage and maintain it.

How to Apply:

Please answer the questions below in detail:

1. Walk me through a system you’ve built to manage large datasets. How was it structured and how was it used day-to-day?
2. Explain how you would make sure we never pull or skip trace the same property twice, even months later. What fields or identifiers would you use?
3. If you were given multiple property lists pulled at different times, how would you combine them into one clean master database?
4. How would you track when data should be reused or repulled (ex: 3 months, 6 months, 12 months)?
5. What tools, formulas, or methods do you use in Google Sheets or Excel to clean and organize data efficiently?

Compensation:
Please include your fixed price for completing this project and briefly outline what deliverables you would provide (for example: master sheet, duplicate filtering system, SOP/process, etc.).