Real Estate Assistant

About the job

Company Overview

This role supports a multi-faceted real estate business that works with buyers and sellers, operates a real estate content platform, and runs a coaching business for real estate professionals. We are seeking a dependable Virtual Assistant who can take ownership of key operational areas and help streamline both transactions and marketing execution.

Role Overview

We are looking for a proactive, detail-oriented Virtual Assistant who can fully own responsibilities, not just assist task-by-task. The ideal candidate will confidently take defined functions off leadership’s plate, manage deadlines independently, and ensure smooth execution across real estate transactions and marketing support. This role is well-suited for someone who thrives in a fast-paced environment, learns quickly, and is comfortable juggling transaction coordination, CRM management, and marketing execution.

Key Responsibilities

1. Transaction Coordination (Primary Responsibility)

● Manage real estate transactions from contract to close

● Track deadlines, contingencies, and milestones to ensure nothing is missed

● Coordinate communication between all stakeholders, including buyers, sellers, lenders, title companies, and agents

● Ensure all required documents are prepared, signed, and submitted on time

● Maintain accurate transaction records within the CRM and shared systems

2. Inbox & Communication Management

● Monitor and manage inboxes related to transactions, listings, and client communications

● Conduct timely follow-ups to obtain missing information or documents

● Communicate professionally with clients via email and occasional phone calls

● Escalate priority matters with clear summaries and recommended next steps

3. Listings & Market-Ready Support

● Assist with preparing properties for market

● Coordinate listing-related workflows and timelines

● Support administrative tasks related to launching and maintaining active listings

4. Marketing Execution Support (Non-Strategic)

● Execute basic Facebook and Instagram ad tasks (posting, scheduling, launching campaigns based on direction)

● Support marketing administration, including campaign setup, monitoring, and reporting

● Upload, format, and publish blog content

● Maintain organized records of marketing assets, calendars, and campaign notes

5. CRM & Systems Management

● Maintain and update CRM records to ensure clean data and consistent workflows

● Quickly adapt to new systems and tools

● Experience with GoHighLevel is a plus; experience with similar CRMs is acceptable

Must-Have Qualifications

Ownership mindset: Ability to fully manage assigned functions without constant oversight
Fast learner: Able to adapt quickly to new tools, workflows, and processes
Highly organized: Strong task management, deadline tracking, and follow-through
Clear communicator: Confident and professional in written and verbal communication
Self-directed: Works proactively and independently once trained

Nice-to-Have Experience

Background in real estate operations or transaction coordination
Experience supporting real estate agents, teams, or coaching programs
Familiarity with Facebook and Instagram business tools
Prior experience using GoHighLevel or comparable CRM platforms

Tools & Platforms

CRM systems (GoHighLevel or similar)
Google Workspace and/or Microsoft Office (Docs, Sheets/Excel, Email, Calendar)
Facebook & Instagram (business pages and ads manager)

What Success Looks Like

Transactions progress smoothly with no missed deadlines
Leadership no longer needs to perform or double-check operational tasks
Stakeholders receive timely communication and follow-ups
Marketing execution runs consistently and reliably in the background

Real Estate Assistant