Virtual Administrative Assistant Real Estate
Virtual Administrative Assistant Real Estate
Posted on :
08-12-2024
Employer Active
1 Vacancy
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Job Description
Job Title: Virtual Administrative Assistant (Real Estate)
Location: Remote
Department: Administrative Support
Reports To: Team Director
About Us:
Our client is a growing real estate team that specializes in brokering properties as well as purchasing renovating and selling homes in need of TLC. They are a team of dedicated professionals including buyers a bookkeeper and external contractors who collaborate closely to drive results. Our client thrives on a culture of teamwork integrity and a commitment to making a positive difference in the communities we serve.
Core Values:
Create & Maintain a WinWin Environment
Integrity Discretion & Confidentiality
Teamwork
Enjoys Learning
Positive Attitude
Position Overview:
We are seeking a fulltime Virtual Administrative Assistant to provide critical support in managing real estate transactions and daily administrative operations. This role is ideal for an individual who is detailoriented proactive and has strong organizational and communication skills.
As a Virtual Assistant you will be responsible for managing administrative tasks and providing real estate transaction support to ensure smooth operations of property sales and related activities.
You will play an essential role in supporting our team s backoffice functions ensuring that our clients and projects run efficiently and professionally. This is a dynamic role with a mix of real estatespecific tasks and general administrative duties with a strong emphasis on organization and time management.
Key Responsibilities:
Real Estate Transaction Coordination & Administrative Support:
Customer Interaction: Take calls from prospective clients to discuss our services and schedule appointments. Follow up with clients after appointments to gather feedback and continue relationshipbuilding.
Transaction Management: Guide clients through the process of selling their property ensuring seamless communication from contract signing to closing day. Coordinate with clients attorneys brokers and other parties via phone and email.
Document Management: Prepare real estate documents (e.g. contracts disclosures) send out final versions via DocuSign and ensure all documentation is signed filed and recorded accurately in Dropbox.
Salesforce Management: Record purchase and sale contracts closings and property status updates in Salesforce. Maintain project trackers and ensure all data is accurate and up to date.
Utility Setup & Property Management: Coordinate property inspection services utility setups lawn care dumpster rentals and other tasks related to property rehabs. Oversee property management tasks for rental properties.
Customer FollowUp: Make followup calls to clients to ensure excellent service address questions and maintain strong relationships.
Process Improvement: Proactively identify areas where workflows can be improved and suggest solutions to enhance efficiency.
Administrative Support & Virtual Assistant Tasks:
Email Management: Sort organize and manage emails efficiently ensuring responses are sent within one hour during U.S. business hours (8 AM 5 PM). Respond to all emails and queries promptly and professionally.
Task Management: Manage and complete task lists with minimal supervision. Prioritize tasks and ensure they are completed within the required time frame.
Document and File Organization: Maintain digital filing systems (Dropbox Google Sheets/Excel) and project dashboards ensuring everything is organized and easily accessible for the team.
Event and Meeting Support: Organize agendas communications and logistical details for team meetings company events and celebrations.
Invoice & Receipt Management: Process and track invoices and receipts ensuring they are entered into the bookkeeping system accurately and in a timely manner.
Customer Relationship Management: Handle sensitive client information with care and maintain confidentiality. Follow up on client communications as needed ensuring clear and empathetic communication.
Saving Monthly Statements: Responsible for saving and organizing monthly statements ensuring all financial records are accurately archived and easily accessible for bookkeeping and tax purposes.
Requirements
Skills & Competencies:
Independent & Proactive: Ability to take initiative and solve problems independently. Must demonstrate resourcefulness and a solutionsoriented mindset.
Effective Communication: Strong written and verbal communication skills. A clear and professional English accent is required for client calls and email correspondence.
DetailOriented: Exceptional attention to detail ensuring all documents emails and tasks are accurate and organized. Ability to handle multiple priorities with minimal oversight.
TechSavvy: Comfortable using a variety of tools and systems including:
Salesforce
DocuSign
QuickBooks & QuickBooks Online
Google Suite
Microsoft Office
Slack
Dropbox
Zoom
Loom
ProblemSolving & Resourcefulness: Ability to proactively address issues troubleshoot challenges and suggest improvements in workflow or processes.
CustomerFocused: Demonstrates empathy emotional intelligence and a "servant s heart" when interacting with clients. Able to maintain professionalism and a positive attitude under pressure.
Time Management: Excellent time management skills with the ability to prioritize tasks effectively and meet deadlines.
Confidentiality & Security: Experience handling sensitive data and securing passwords. Familiarity with tools like LastPass is a plus.
Preferred Experience & Qualifications:
Real Estate Experience: Prior industry experience in real estate including familiarity with buying/selling processes contracts and transaction management is preferred but not required.
Salesforce Experience: Prior experience using Salesforce for data management is highly preferred.
Virtual Assistant Experience: Experience working as a VA especially in a real estate or administrative support role is beneficial.
Customer Service Experience: Experience in customerfacing roles particularly in real estate or property management is a plus.
Other Requirements:
A reliable laptop and internet connection (90mbps or higher) for remote work.
Availability during U.S. business hours (8 AM 5 PM).
Ability to work independently and manage multiple projects with minimal supervision.
A sense of humor and a positive attitude even under pressure.
Note
Shortlisted candidates will be required (upon consent) to share a 23 minute video of themselves detailing why they are interested in joining our team. In your video you will be expected to address the following:
Why you are excited about the role and how your skills align with our teams values.
Your experience in real estate or as a virtual assistant/admin.
Any relevant tools or systems you have worked with (e.g. Salesforce QuickBooks DocuSign).
We look forward to hearing from you!
Benefits
Benefits:
Competitive salary
Health insurance
Remote work flexibility
Ongoing training and development
Opportunity to work with a diverse and dynamic team
Career growth potential
Employment Type
Full Time
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