Virtual Assistant (Real Estate)

School Of Virtual Assistance (SOVA); Philippines; Remote; PHP 1,231,000 - 1,969,000; Full time

Job summary

School Of Virtual Assistance (SOVA) is seeking a proactive Virtual Assistant to support a Real Estate Agent in the USA from the Philippines. The role requires managing multiple systems, social media marketing, and back-office tasks with minimal supervision.

You will coordinate listings, manage communications, and help craft marketing materials. The ideal candidate excels in fast-paced environments, demonstrates creativity, and maintains strong organization, attention to detail, and consistent

Qualifications

• Experience in social media marketing across platforms.
• Ability to quickly shift focus and prioritize tasks.
• Strong written and verbal communication skills.
• Excellent organizational and project management abilities.
• Growth mindset and service-based attitude.

Responsibilities

• Build, implement, and manage systems for clients, leads, and back-office support.
• Handle social media & email marketing across platforms.
• Oversee transaction-related coordination from contract to close.
• Manage documents, e-signatures, and contracts.
• Create an operations manual documenting all systems and standards.
• Coordinate listings in MLS and manage marketing collateral and signs.

Skills

Social media marketing

Communication

Organization

Creativity

Project management

Tools

Canva

Photoshop

CRM

Google Suite

DocuSign

KW Command

Mail Chimp

Calendly

MLS

Geodata

Job description

VA Job Description:

Our client is a Real Estate Agent in New Jersey, USA that is seeking an individual who embraces opportunity and is committed to extraordinary customer service – to their clients and their colleagues, which is near and dear to this Real Estate Agent because people matter most.

We are seeking someone who is capable of implementing and managing multiple systems and projects with minimal supervision.

This person has a high degree of creativity, organizational skills, attention to detail, and consistent communication.

The right candidate thrives in a fast-paced environment to support the team in managing the client experience and will take on a wide variety of challenges and provide creative solutions. The ability to adapt to a constantly changing environment and shifting priorities is a must in a successful candidate.

Responsibilities

• Build, implement, and manage all systems for sellers, buyers, rentals, lead generation, database management, information management, and back-office support
• Social Media & Email Marketing, including all social media platforms.
• Transaction management: Oversee all contracts through closing. This includes acting as a liaison between real estate agents, clients, attorneys, mortgage brokers, inspectors, etc. during the process of a transaction to effectively manage the administrative tasks involved from contract to close.
• Document management, including ensuring compliance with office, helping with e-signatures, and assistance with contracts.
• Create and maintain an operations manual that documents all systems and standards
• Responsible for coordinating activities related to listings: validating info, inputting listings in Multiple Listing Service (MLS) system, submitting commission invoices, preparing marketing, managing signs & lockboxes
• Responsible for appointment preparation including generating Comparative Market Analysis for Listings & Sales Comparisons for Buyers
• Responsible for assisting with client events including but not limited to planning, day of coordination, set up & follow up.
• Database & client management including but not limited to house anniversary, birthdays, holiday cards, closing gifts & client events
• Responsible for helping lead agent or showing assistant by scheduling and arranging showings as well as sending buyers/agents any relevant info or MLS attachments prior
• Responsible for Open House coordination, set up & follow up

Qualifications

• Social Media marketing experience required
• Must have the ability to quickly shift focus and prioritize
• Working knowledge of the following systems: Canva, Photoshop, CRM, Google Suite, Docusign, KW Command database system
• Strong written and verbal communication skills
• Marketing skills – social media, print, and web-based
• Exceptional organizational and project management abilities
• Great ability to focus
• Concerned about doing things the right way
• Calm under pressure
• Learning-based
• Service-based attitude
• Proven ability to succeed
• Customer Experience attitude
• Growth Mindset
• Thought Leader

Sample tasks needed help with:

• Send out Holiday/Anniversary Cards to Clients
• Operations Manual for Real Estate Business
• Operations Manual for Coaching Business
• Email blasts/Newsletters
• Create Social Media Templates/Content on Canva
• Assist in the creation of marketing materials such as newsletters, blog posts, and promotional campaigns.
• Manage Email lists and subscriptions.
• Maintain and update CRM systems.
• Send Reminder/Follow-up communication for all transactions (transaction coordination templates/automation)
• Assist in planning virtual events, webinars, workshops or online conferences.
• Learn Docusign – to send forms to buyers, sellers, tenants after buyer consults and listing presentations.
• Input new leads, contacts, and client info.
• Track interactions with clients
• Perform general admin duties such as data entry, file organization, and document preparation.
• Assist with project coordination and task management.
• Research and gather data as required.
• Adapt to additional tasks and responsibilities assigned.
• Send out recap and follow up emails to real estate and coaching clients with summary of meeting and follow up items.
• Post 2-3 times a week in what’s app chat with quotes, action items for coaching clients to complete
• Monthly Coaching newsletter to coaching database/Manhasset office to solicit new coaching clients
• Emails for testimonials to clients who have not submitted them.
• Questionnaires for new clients (pre-buyers’ packet and pre-sellers’ packet)- helps learn about the client and we can send to gather info before we schedule zooms.
• Create and update my Calendly for my schedule.
• Send out coaching agreements to coaching clients to get signed, enroll them in my what’s app, add to all calendar invites, tracking files, and shared folders

Programs Being used:

• Google (G-suit products, google drive, email, forms, sheets, word documents)
• Microsoft Word
• Canva/Adobe Photoshop
• KW Command (Database)
• Mail Chimp
• Calendly
• Geodata
• DocuSign
• Libor/MLS