Bilingual Real Estate Administrative & Operations Assistant

The Casañas Way; Philippines; Remote; PHP 437,000 - 622,000; Full time

Job summary

The Casañas Way is seeking a highly organized Bilingual Real Estate Administrative & Operations Assistant to support a Miami-based team from the Philippines. You will manage calendars, coordinate transactions, and handle bilingual communications in English and Spanish while leveraging AI tools to optimize workflows.

Ideal candidates are independent, proactive, and detail-oriented, with experience in real estate admin and proficiency in Google Workspace and CRM systems.

Qualifications

• Fluent English and Spanish mandatory.
• Highly organized with ability to manage multiple tasks.
• Independent and execution-driven; proactive problem-solver.
• Familiar with AI tools and productivity software.
• Detail-oriented with strong confidentiality and accuracy.

Responsibilities

• 1. Manage calendars and scheduling for all team members and external parties.
• 2. Handle real estate administration: contracts, files, deadlines, milestones.
• 3. Coordinate communication in English and Spanish; track requests and deadlines.
• 4. Leverage AI tools to streamline workflows and improve efficiency.

Skills

Bilingual English & Spanish

Highly organized

Independent

Execution-driven

Resourceful

AI-savvy

Detail-oriented

Proactive

Adaptable

Tools

Google Workspace

Microsoft Office

CRM systems

Project management tools

Job description

WE'RE HIRING!Bilingual Real Estate Administrative & Operations Assistant

English & Spanish | Remote – Philippines

Location:Philippines (100% Remote)

Industry:U.S. Real Estate | Miami, Florida

Compensation:$6 USD/hour (approximately ₱384 PHP/hour)

Availability:Monday–Saturday, 8:00 AM–8:00 PM Eastern Time (ET)

Languages:Fluent English & Spanish (Mandatory)

ABOUT THE ROLE

We are looking for a highly organized, independent, proactive, and tech-savvy Bilingual Real Estate Administrative & Operations Assistantto support our growing real estate team based in Miami, Florida.

We need someone who takes ownership of responsibilities, anticipates needs, finds solutions, and gets things done without constant supervision.

Your role will be to bring structure to a fast-moving team, coordinate schedules, manage administrative operations, and ensure nothing falls through the cracks.

KEY RESPONSIBILITIES

1. Calendar Management & Scheduling

• Organize and manage the calendars of all team members.
• Coordinate appointments, meetings, property showings, inspections, closings, and other activities.
• Manage scheduling with external parties, including clients, agents, attorneys, lenders, title companies, inspectors, vendors, and contractors.
• Anticipate scheduling conflicts, send reminders, and ensure everyone stays informed and prepared.
• Proactively adjust schedules as priorities change.

2. Real Estate Administration

• Organize transaction files, contracts, and property documentation.
• Monitor deadlines, contingencies, and transaction milestones.
• Coordinate rental applications and collect supporting documentation.
• Communicate with buyers, sellers, landlords, tenants, and cooperating agents.
• Request information from HOAs, management companies, and other third parties.
• Maintain accurate records, databases, and property information.

3. Communication & Team Coordination

• Manage professional email correspondence in English and Spanish.
• Track pending requests and follow up until matters are resolved.
• Organize team priorities, task lists, and ongoing projects.
• Keep everyone informed of deadlines, appointments, and outstanding responsibilities.
• Ensure smooth communication between internal team members and external parties.

4. AI, Technology & Process Optimization

• Use AI tools such as ChatGPT to complete tasks efficiently and accurately.
• Leverage technology to streamline workflows, research information, prepare documents, and improve productivity.
• Identify opportunities to automate repetitive administrative tasks.
• Implement better systems and processes to improve team organization and efficiency.
• Review AI-generated work for accuracy and maintain client confidentiality.

WHAT WE'RE LOOKING FOR

• Fluent English AND Spanish:Excellent written and verbal communication in both languages is mandatory.
• Highly organized:Able to manage multiple responsibilities, calendars, and deadlines simultaneously.
• Independent:Works confidently without constant direction or supervision.
• Execution-driven:Takes initiative, follows through, and gets the work done.
• Resourceful:Finds solutions instead of waiting for instructions.
• AI-savvy:Comfortable using ChatGPT and other AI-powered productivity tools.
• Detail-oriented:Accurate, thorough, and reliable.Proactive:Anticipates needs and stays one step ahead.
• Adaptable:Comfortable working in a dynamic, fast-paced environment.

PREFERRED EXPERIENCE

• Previous experience as an Administrative Assistant, Executive Assistant, Operations Coordinator, or Real Estate Virtual Assistant.
• Experience supporting U.S.-based businesses, preferably in real estate.
• Strong proficiency with Google Workspace, Microsoft Office, CRM systems, and project management tools.
• Familiarity with U.S. real estate transactions, contracts, and administrative procedures is a plus.
• Experience with automation tools such as Zapier is a plus.

COMPENSATION & AVAILABILITY

Hourly Rate: $6 USD/hour (approximately ₱384 PHP/hour).

Candidates must be available Monday through Saturday, between 8:00 AM and 8:00 PM U.S. Eastern Time.

This is the required availability window. Actual working hours will be agreed upon with the selected candidate, and compensation will be based on hours worked.

A ROLE THAT CAN GROW WITH YOU

The responsibilities described above are intended as an initial guideline, not an exhaustive list.

As we get to know the selected candidate's skills, experience, and strengths, additional responsibilities and opportunities may be introduced.

We value people who take initiative, continuously learn, and find ways to make things work better.

We are not looking for someone who simply follows instructions. We are looking for someone who takes ownership, finds solutions, and gets the work done.

If this sounds like you, we'd love to hear from you!