Real Estate Virtual Assistant – Listing and Transaction Coordination

Progressive Technology; Manila; Remote; PHP 223,000 - 402,000; Full time

Benefits offered by this job

Remote working opportunity

Flexible scheduling options

Professional development

Career growth opportunities

Digital work experience

Job summary

Progressive Technology is seeking a highly organized Real Estate Virtual Assistant – Listing and Transaction Coordination to support real estate agents, brokers, property managers, and transaction coordinators from a remote location.

The role involves listing management, transaction coordination, CRM updates, document preparation, scheduling, and client communication to ensure smooth progression from listing to closing.

Qualifications

• High school diploma or equivalent; real estate education is a plus.
• Strong written and verbal communication skills in English.
• Good computer literacy with email, calendars, spreadsheets, and digital documents.
• Excellent organizational skills and ability to manage multiple tasks and deadlines.
• Attention to detail when entering property information and updating records.
• Ability to follow instructions, maintain checklists, and work independently.
• Professional email etiquette and customer-focused attitude.
• Ability to work effectively in a remote environment and communicate progress.
• Willingness to learn real estate terminology and coordination workflows.
• Commitment to confidentiality and professional conduct.

Responsibilities

• Manage calendars, schedule meetings, and organize daily task lists.
• Monitor email inboxes and respond using approved templates.
• Prepare reports, spreadsheets, property summaries, and transaction status updates.
• Maintain digital folders and document filing systems.
• Enter and update information in CRM, spreadsheets, and management software.
• Assist with data entry, document formatting, and online research.
• Maintain task trackers and provide regular progress updates.
• Identify opportunities to improve administrative workflows.

Skills

Administrative ability

Communication skills

Attention to detail

Remote work experience

Education

High school diploma or equivalent

Real estate administration experience

Tools

CRM systems

Google Workspace

Microsoft Office

Property listing platforms

Transaction management software

Job description

Job Summary

Progressive Technology is seeking a highly organized, detail-oriented, and proactive Real Estate Virtual Assistant – Listing and Transaction Coordination to provide essential administrative and operational support to real estate agents, brokers, property managers, and transaction coordinators. This role is ideal for individuals who enjoy working in a fast-paced environment, managing multiple tasks, maintaining accurate property records, and ensuring that real estate transactions progress smoothly from listing preparation to closing.

The successful candidate will assist with property listing management, real estate database maintenance, document preparation, appointment scheduling, client communication, and transaction tracking. You will help ensure that property information is accurate, listing deadlines are met, and all relevant documents are properly organized and accessible to authorized team members.

As a remote team member, you will work closely with real estate professionals to coordinate daily activities, follow up on outstanding tasks, update transaction management systems, and support efficient communication between buyers, sellers, agents, lenders, inspectors, and other authorized parties. You will also help maintain organized digital files and monitor important dates, including inspection appointments, contract deadlines, and closing schedules.

This position offers an opportunity to develop valuable skills in real estate administration, virtual assistance, customer service, and transaction coordination. Candidates who demonstrate reliability, confidentiality, strong communication skills, and a willingness to learn are encouraged to apply.

Key Responsibilities

Property Listing Management

• Create, update, and maintain property listing records using approved real estate platforms, customer relationship management (CRM) systems, and internal databases.
• Enter accurate property information, including addresses, pricing, property features, descriptions, availability, and relevant listing details.
• Coordinate the collection of property photographs, floor plans, descriptions, and supporting documents from authorized sources.
• Review listing information for completeness, consistency, and accuracy before publication or submission.
• Assist with uploading, revising, and removing listings according to instructions from real estate agents or authorized supervisors.
• Track listing status changes and communicate updates to the appropriate team members.
• Maintain organized records of active, pending, sold, leased, and withdrawn properties.
• Help prepare marketing materials, listing summaries, property information sheets, and other administrative documents.

Real Estate Transaction Coordination

• Assist with tracking real estate transactions from accepted offers through closing or completion.
• Maintain transaction checklists and monitor important dates, milestones, and outstanding requirements.
• Organize purchase agreements, seller disclosures, inspection reports, amendments, addenda, and other relevant transaction documents.
• Follow up with authorized parties regarding missing information, signatures, approvals, and required documentation.
• Update transaction management systems to reflect the latest status of each transaction.
• Help coordinate inspection appointments, appraisal schedules, closing meetings, and other transaction-related activities.
• Maintain deadline calendars and send reminders to agents and authorized stakeholders.
• Escalate potential delays, incomplete documentation, or conflicting information to the responsible real estate professional.
• Support the preparation of closing files and ensure that records are organized according to company procedures.

Administrative and Virtual Assistance

• Manage calendars, schedule meetings, coordinate appointments, and organize daily task lists.
• Monitor designated email inboxes and respond to routine inquiries using approved templates and instructions.
• Prepare reports, spreadsheets, property summaries, and transaction status updates.
• Maintain digital folders, naming conventions, and document filing systems.
• Enter and update information in CRM platforms, spreadsheets, and real estate management software.
• Assist with data entry, document formatting, online research, and general administrative tasks.
• Maintain task trackers and provide regular progress updates to supervisors.
• Identify opportunities to improve administrative workflows and reduce repetitive manual tasks.

Communication and Client Support

• Communicate professionally with real estate agents, clients, vendors, and other authorized contacts.
• Send appointment confirmations, document reminders, and routine status updates.
• Help coordinate communication between relevant parties to support timely transaction progress.
• Maintain a courteous and service-oriented approach when handling inquiries.
• Direct complex questions, negotiations, legal matters, or financial concerns to the appropriate licensed professional.
• Protect confidential client information and follow company policies when sharing documents or discussing transactions.

Recordkeeping and Quality Assurance

• Verify data accuracy before saving, updating, or distributing property and transaction records.
• Maintain up-to-date digital files and ensure documents are stored in the appropriate locations.
• Track outstanding tasks and report incomplete items before critical deadlines.
• Follow established procedures for document handling, access permissions, and information security.
• Prepare routine reports on listing activity, transaction progress, and administrative workload.
• Assist with maintaining consistent documentation standards across the real estate operations team.

Required Skills and Qualifications

Candidates should demonstrate a combination of administrative ability, communication skills, attention to detail, and an interest in real estate operations.

Essential qualifications

• High school diploma or equivalent; additional education in business administration, real estate, office management, or a related field is an advantage.
• Strong written and verbal communication skills in English.
• Good computer literacy and confidence using email, online calendars, spreadsheets, and digital document management systems.
• Excellent organizational skills and the ability to manage multiple tasks and deadlines.
• Strong attention to detail when entering property information, updating records, and reviewing documents.
• Ability to follow instructions, maintain checklists, and complete assigned tasks independently.
• Professional email etiquette and a customer-focused attitude.
• Ability to work effectively in a remote environment and communicate progress without constant supervision.
• Willingness to learn real estate terminology, listing procedures, and transaction coordination workflows.
• Commitment to confidentiality, accuracy, and professional conduct.

Preferred qualifications

• Familiarity with real estate listing platforms and property marketing processes.
• Knowledge of CRM systems and transaction management software.
• Experience with tools such as Google Workspace, Microsoft Office, Google Drive, and electronic signature platforms.
• Basic understanding of real estate purchase agreements, disclosures, inspections, and closing procedures.
• Previous experience supporting real estate agents, brokers, property managers, or administrative teams.

Experience

Progressive Technology welcomes applications from candidates with different levels of professional experience, depending on the requirements of the position.

Entry-level candidates

• Applicants with strong administrative skills, computer knowledge, attention to detail, and a willingness to learn may be considered for suitable entry-level opportunities. Previous real estate experience is not necessarily required where training is available.

Experienced candidates

• Applicants with approximately one to three years of experience in virtual assistance, real estate administration, transaction coordination, property listing management, customer service, or office support may be well suited to this position.

Preferred professional experience includes

• Managing property listings and maintaining accurate real estate records.
• Supporting agents or brokers with administrative activities.
• Tracking transaction milestones and maintaining deadline calendars.
• Organizing contracts, disclosures, and other transaction documents.
• Coordinating appointments and communicating with clients or vendors.
• Working with CRM databases, spreadsheets, and cloud-based collaboration tools.

Candidates should be prepared to demonstrate their organizational skills, written communication ability, accuracy, and capacity to handle multiple responsibilities. Relevant training and practical skills may be considered alongside formal employment history.

Working Hours

This is a remote position, with working hours determined by the employment arrangement, business requirements, and the time zones of the real estate team being supported.

Employment options

• Full-time or part-time, depending on the available position.

Work location

• Remote, with a suitable home-working environment.

Scheduling

• Fixed shifts or mutually agreed working hours, based on operational needs.

Time-zone coordination

• Candidates may need to provide reasonable overlap with the working hours of the agents or clients they support.

Availability

• Timely responses during agreed working hours are important, particularly when handling time-sensitive listing updates and transaction deadlines.

Meetings

• Attendance at virtual team meetings, training sessions, and progress reviews may be required.

Applicants should confirm the specific schedule, time zone, expected weekly hours, and any weekend or holiday requirements during the recruitment process. Working hours and flexibility will depend on the position offered.

Knowledge, Skills, and Abilities

Technical Knowledge

• Familiarity with online administrative tools, cloud storage, spreadsheets, and digital communication platforms.
• Ability to enter, organize, retrieve, and update information accurately.
• Understanding of file management, document formatting, and basic reporting.
• Willingness to learn property listing systems and transaction coordination software.
• Ability to use electronic calendars, task management tools, and online meeting applications.

Organizational Skills

• Ability to prioritize urgent tasks while maintaining accuracy in routine administrative work.
• Strong calendar management and deadline-tracking abilities.
• Effective document organization and recordkeeping.
• Ability to manage several property listings or transactions simultaneously.
• Consistent follow-through on reminders, pending tasks, and outstanding documentation.

Communication Skills

• Clear and professional written communication.
• Ability to prepare concise emails, status updates, and administrative reports.
• Confidence communicating with different stakeholders in a professional manner.
• Ability to ask relevant questions when instructions or information are unclear.
• Strong listening skills and the ability to respond appropriately to feedback.

Personal Attributes

• Dependable, self-motivated, and comfortable working independently.
• Patient and professional when handling repetitive or time-sensitive tasks.
• Flexible and willing to adapt to changing priorities.
• Honest, discreet, and committed to protecting confidential information.
• Open to feedback, coaching, and continuous professional development.
• Proactive in identifying missing information, potential delays, and opportunities to improve workflows.

Problem-Solving Abilities

• Identify discrepancies in property records and report them for correction.
• Recognize missing documents or approaching deadlines.
• Follow established procedures to resolve routine administrative issues.
• Escalate complex contractual, legal, financial, or compliance-related matters to authorized professionals.
• Maintain accurate records while working under reasonable time constraints.

Benefits

Depending on the employment arrangement and applicable company policies, the role may offer the following benefits and professional advantages:

• Remote working opportunity: Perform administrative responsibilities from an approved home-working location.
• Flexible scheduling options: Potential full-time or part-time arrangements based on business needs.
• Professional development: Opportunities to build knowledge of real estate operations, property administration, and transaction coordination.
• Practical training: Role-specific onboarding and guidance on company systems and procedures, where provided.
• Transferable skills: Develop experience in communication, customer service, document management, and remote collaboration.
• Career growth opportunities: Potential progression into senior virtual assistant, listing coordinator, transaction coordinator, real estate operations assistant, or team support roles.
• Digital work experience: Gain familiarity with industry software, cloud-based workflows, and modern administrative practices.
• Collaborative environment: Work with real estate professionals and administrative team members toward shared operational goals.

Specific benefits, compensation, paid leave, equipment allowances, and training provisions will be communicated during recruitment and confirmed in the employment offer. Benefits are subject to eligibility and company policy.

Why Join Progressive Technology?

Joining Progressive Technology in the Real Estate Virtual Assistant – Listing and Transaction Coordination role offers an opportunity to contribute to the organization of important real estate activities while developing valuable professional skills.

This position is suited to individuals who enjoy bringing structure to busy workflows, ensuring that information is accurate, and helping teams meet their commitments. Your work will support the timely management of property listings, the organization of transaction documents, and the coordination of important deadlines.

You will have the opportunity to strengthen your administrative capabilities, improve your proficiency with digital tools, and learn how real estate professionals manage property information and transactions. The experience gained in this role can provide a foundation for further development in real estate operations, virtual assistance, customer support, and administrative coordination.

Progressive Technology seeks candidates who value accountability, professionalism, continuous learning, and teamwork. By contributing reliable administrative support and maintaining high standards of accuracy, you can help the team operate more efficiently and provide a better experience for the people it serves.

If you are organized, comfortable with technology, attentive to detail, and interested in building a career in remote administrative support, this role may be a suitable opportunity for you.