Real Estate VA – CRM, Lead Follow-Up, and Admin Tasks expert

Hubstaff blog; Toronto; Remote; CAD 80,000 - 100,000; Full time

Job summary

A growing real estate company in Toronto is seeking a full-time Real Estate Virtual Assistant to support a busy agent with CRM management, client communication, and lead generation. The ideal candidate will excel in proactive action, client experience, and have strong English communication skills. This remote role offers a competitive hourly rate and the flexibility to work in Eastern Standard Time.

Benefits

Competitive hourly rate

Opportunity for bonuses after 90 days

Flexible hours

Qualifications

• Outstanding English communication skills (written and verbal).
• Proactive and detail-oriented.
• Committed to delivering consistently excellent results.

Responsibilities

• Manage and update the HubSpot CRM daily.
• Provide daily workflow and calendar management.
• Engage with clients by sending listings and follow-up messages.

Skills

Proactive Action

Client-Experience focus

Growth Mindset

Tech-savvy

Outstanding English communication

Tools

HubSpot

Mailchimp

Job description

Real Estate VA – CRM, Lead Follow-Up, and Admin Tasks expert full time

In this role, you're not just an assistant, you're the critical operational partner who allows a very busy real estate agent in Toronto to focus on what he does best : building relationships and closing deals. If you love being proactive, making things happen behind the scenes, and playing a key role in growing a successful real estate business working from home, this position is exactly what you've been looking for.

To succeed here, you’ll need to embody our core values : Proactive Action, Client-Experience first, and a Growth Mindset . As our Real Estate Virtual Assistant, you'll directly impact clients' experiences, support critical processes, and help to scale a growing business through saving Tamish the most amount of time possible. We trust you not just to complete tasks, but to find smarter, faster, better ways to improve our systems and yourself every day.

Your primary responsibility is to save our real estate agent’s time and free him up to speak with more clients and scale the business effectively. You will own the daily operations and communication systems that keep everything running smoothly :

1. Organization and CRM Management :

• Manage and update the HubSpot CRM daily, ensuring every contact and deal detail is organized and accurate.
• Implement and execute simple but effective follow-up sequences (email / SMS) to engage leads proactively.

2. Daily Workflow and Calendar Management :

Provide a daily brief outlining who needs follow-up, new leads, and tasks due.

Manage scheduling for showings, consultations, appointments, and business reservations, ensuring to book the calendar efficiently.

3. Client Communication and Support :

Engage with clients by sending listings, follow-up messages, and necessary documents.

Handle Email inbox management—triage messages, draft responses, and help manage client expectations.

4. Standard Paperwork and Deal Coordination :

Prepare and submit offers, handle client paperwork, and ensure compliance with real estate processes like FINTRAC forms.

5. Lead Generation and Qualification :

Proactively generate new leads through cold email and social media outreach.

Qualify leads effectively using our framework to identify high-quality opportunities.

6. Marketing and Listing Support :

Assist with Mailchimp email campaigns, and prepare comparative market analyses (comps) to support listing presentations.

7. Reporting and Analytics :

Summarize your weekly activity with clear reports, ensuring we're always aware of progress, bottlenecks, and opportunities to improve.

You won't be stuck doing mundane tasks; we’ll empower you with clear instructions, SOPs, and direct training to turn you into an operational rockstar. This role is critical for the success of the business and you're not an anonymous worker behind the scenes, but a crucial member of the team responsible for creating amazing client experiences and driving meaningful business results by saving the most amount of time possible.

We trust you to proactively identify opportunities to save time and improve workflows. Your voice and ideas matter here, and you'll directly contribute to the company's success and growth.

You’re proactive, detail-oriented, and committed to delivering consistently excellent results.

You have outstanding English communication skills (written and verbal).

You enjoy building relationships and working collaboratively, and you genuinely love helping others succeed.

You’re tech-savvy, comfortable with CRMs (like HubSpot), email tools (like Mailchimp), and productivity apps, and know how to handle the calendar scheduling.

Competitive hourly rate of (paid in CAD / USD) at 5USD / Hour or 6.80CAD / Hour

Full-time (40 hrs / week) with opportunity for bonuses after 90 days of working with us

Flexible hours with some overlap required (Eastern Standard Time)

Please apply with "TORONTO" in your subject line so that I know you’ve read the whole description and include :

A short video (1–2 mins) introducing yourself

Briefly explain why this role excites you and what makes you a great fit

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