Real Estate Executive – Virtual Assistant
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Job Description
Remote real estate virtual assistant supporting a Philippines-based agent's clients, listings, leads, and transactions. Managing CRM records, vendors, communications, marketing, and administrative workflows.
Responsibilities:
- Manage the agent's calendar, scheduling, and day-to-day administrative tasks
- Organize priorities, follow up on outstanding action items, and ensure deadlines are met
- Convert voice notes, text messages, emails, and screenshots into organized tasks, reminders, and client communications
- Manage incoming calls, return calls, gather information, and escalate important items
- Maintain organized workflows and improve efficiency
- Provide sellers with updates on listing activity, marketing, showings, and next steps
- Follow up with buyer's agents after showings to collect feedback and update sellers
- Respond to client inquiries through email, phone, Instagram, Facebook, and other channels
- Manage and follow up with new and existing leads
- Maintain accurate client records and activity in Lofty CRM or similar platforms
- Track leads, clients, vendors, and outstanding tasks
- Support active transactions alongside transaction coordinators
- Coordinate photographers, inspectors, surveyors, power washing companies, contractors, and other vendors
- Track vendor timelines and ensure scheduled completion of tasks
- Assist with listing preparation and buyer follow-up throughout transactions
- Assist with listing marketing, promotional activities, social media communications, and online engagement
- Support business development, local market research, and real estate investment opportunities
- Maintain relationships with clients, vendors, contractors, and community partners
Requirements:
- Previous experience supporting a real estate agent, broker, or real estate team
- Experience using real estate CRM platforms, preferably Lofty, Follow Up Boss, or KVCORE
- Excellent spoken and written English
- Confidence communicating directly with clients, agents, and vendors
- Strong organizational, multitasking, and follow-up skills
- Experience coordinating vendors and managing multiple projects simultaneously
- Familiarity with Instagram, Facebook, email, and other client communication platforms
- Ability to work independently and prioritize effectively
- Customer-service orientation with professional and friendly communication
- Highly organized and detail-oriented
- Proactive and able to identify what needs attention without detailed instructions
- Comfortable managing multiple priorities in a fast-paced environment
- Resourceful, dependable, and solutions-oriented
- Interest in growing with the business and becoming a trusted long-term partner
- Ability to record application responses through a Loom video
- Stable internet connection and a quiet, well-lit, clutter-free recording space for the application
Benefits:
- Direct client relationship and independent handling of client-related matters
- Payments handled directly by the client; salary paid directly to the worker
- Vacation leaves and holidays aligned with the client's business needs and policies/preferences
- Loom video application/interview process
- Stable internet connection, quiet and well-lit recording space encouraged for the application
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