Real Estate Operations Assistant | WFH

Cloudstaff; Philippines; Remote; PHP 180,000 - 300,000; Full time

Benefits offered by this job

Employee Share Units program

Cloudstaff Dream Points program

Health and life insurance (16th day)

Career advancement opportunities

In-house psychiatrist

International career growth

Lifeworks wellness program

Quarterly perks boxes for WFH staff

Company PC/Laptop + fiber internet

Job summary

Cloudstaff is seeking a dependable assistant to support a real estate business's day-to-day operations in the Philippines. You will prepare listings, organize property and client information, handle routine paperwork, support rental listings, and create marketing content.

You will maintain CRM and task lists, using templates and AI tools to improve efficiency. The role emphasizes following existing instructions, documenting gaps, and contributing to process improvements, with ownership of

Qualifications

• Strong written and spoken English with a professional phone manner.

Responsibilities

• Prepare listings, organize property and client information, and handle routine paperwork.
• Support rental listings and marketing content creation.
• Maintain CRM and task lists and keep documents organized in approved systems.
• Follow written procedures, templates and AI tools to standardize recurring work.

Skills

English proficiency

Organization & multi-tasking

Software literacy

ChatGPT skills

Quiet work environment

US real estate experience (desirable)

Tools

MLS systems

CRM

Google Drive/Dropbox

Canva/AI marketing tools

ChatGPT prompts

Job description

Job Description

We are looking for a dependable, proactive assistant to help run the day-to-day operations of a real estate business. The role includes preparing listings, organizing property and client information, handling routine paperwork and follow-up, supporting rental listings, producing marketing content, and keeping CRM and task lists current.

We use written procedures, checklists, templates, and AI tools. Some processes are still beingimproved, so we need someone who can follow existing instructions, spot what’s missing, andhelp document better ways to handle recurring work.

The goal is for this person to take ownership of routine administrative work and keep things moving when we are busy or traveling. We will continue to handle pricing decisions, negotiations, real estate advice, contract interpretation, and other licensed decisions.

What you’ll do

Listing preparation and support

• Organize seller information, property details, photos, and supporting documents.
• Prepare MLS data-entry drafts and listing materials from verified information and myinstructions.
• Coordinate photography, photo editing, floor plans, approved virtual staging, and otherlisting vendors.
• Prepare marketing materials and listing descriptions for my review.
• Set up showing services, maintain launch checklists, and prepare showing activity andfeedback summaries.
• Complete approved listing updates and flag missing information or potential issues.

Rental listing support

• Organize landlord and property information, photos, and records.
• Prepare rental listing drafts and approved updates for MLS and other platforms.
• Handle routine administrative messages using approved information and scripts.
• Track application materials and signature requests, and route substantive rentalquestions or decisions to me.

Documents and transaction administration

• Keep records organized in Jointly, All City’s back office, Google Drive, Dropbox, andother approved systems.
• Prepare document packages using forms and information I specifically direct.
• Send approved signature requests and track their status.
• Maintain broker-approved administrative task lists and flag missing documents, delays,and upcoming dates.
• Request authorized documents or factual status updates from clients, title companies,lenders, HOAs, and vendors.

CRM and research

• Keep contact information, notes, and assigned follow-up tasks current in myChatGPT-connected CRM.
• Prepare prioritized follow-up lists and draft messages for my review.
• Gather property facts and comparable-market materials for my review. I make the pricingrecommendations.

Marketing and AI tools

• Edit short videos and create graphics, newsletters, social posts, and other marketingmaterials.
• Use Canva, HeyGen, a video editor, a social media posting tool, and ChatGPT.
• Write useful AI prompts, check AI output against reliable information, and protect client privacy.
• Schedule content after approval and maintain an organized content calendar and assetlibrary.

Routine communication and travel coverage

• Use a dedicated business email account and a U.S. phone and text line through Quo.
• Handle routine administrative calls and messages, take accurate notes, and documentnext steps.
• Use approved information to answer routine questions and route matters needing myjudgment to me or a designated licensed backup.
• Follow an agreed coverage plan when I’m traveling. This role does not requirecontinuous, unplanned after-hours availability.

Qualifications and Requirements

• Strong written and spoken English and a professional phone manner.
• Good organization, accuracy, follow-through, and the ability to manage several opentasks.
• Comfort learning software and following written procedures.
• Practical ChatGPT skills, including writing prompts and checking AI-generated work.
• Reliable internet, suitable equipment, and a quiet place for calls.
• Experience with U.S. residential real estate, listing support, rentals, MLS systems,transaction administration, or marketing is helpful. Experience with every tool isn’trequired.

Judgment and approvals

The assistant should be comfortable owning routine, approved workflows and raising questionswhen information is missing or something falls outside the instructions. Pricing, negotiations,advice, contract interpretation, document selection, and other licensed decisions stay with me oran authorized license holder. The exact duties involving forms, contract dates, and transactioncoordination will follow All City’s written guidance and applicable Texas requirements.

First 90 days

• First month: Learn the systems, procedures, communication style, and escalationprocess; complete assigned work with close review.
• By 60 days: Handle recurring workflows reliably, prepare materials that are ready for myreview, and keep open items visible.
• By 90 days: Own the agreed administrative workflows, follow up without repeatedreminders, flag problems early, and help improve our checklists and procedures.

Success means accurate work, consistent follow-through, clear updates, and fewer routinetasks requiring my personal attention.

Perks and Benefits

• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.
• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Endless opportunities for career advancement
• In-house psychiatrist available to support employees' well-being
• International career growth and connections
• Mental Wellness Employee Assistance program through Lifeworks
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled
• Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Unlimited cash incentives for hired referrals
• We set you up for success with a company-provided PC/Laptop and fiber internet connection.