Real Estate Virtual Assistant
Assist World
Full-time
Remote
South Africa
$1,100 - $1,100 USD monthly
Real Estate Virtual Assistant
Role Overview
We are a high-performing real estate team based in San Jose, California, serving a sophisticated residential market where precision, follow-through, and client experience matter. We are seeking an experienced Real Estate Virtual Assistant to act as the operational backbone of the business.
This role is responsible for end-to-end listing coordination, marketing execution, transaction
support, and administrative systems management, ensuring that listings launch on time,
transactions stay on track, and clients experience a seamless, professional process from start to
finish. The position requires strong project-management skills, attention to detail, and the ability
to proactively manage multiple workflows while coordinating with local on-the-ground support in the U.S.
This is not a task-only VA role. The ideal candidate thinks in systems, anticipates next steps,
and owns outcomes—not just to-do lists.
Core Responsibilities
1. Administrative & Business Operations
● Own inbox triage and calendar management
● Schedule all appointments, inspections, photography, and meetings
● Maintain CRM accuracy: data entry, tagging, segmentation, notes
● Build and manage checklists for listings, escrows, and repeat processes
● Track deadlines, contingencies, and escrow milestones
● Manage DocuSign, disclosures, and compliance files
● Perform transaction coordination for buyer and seller transactions
● Track expenses, invoices, and receipts
● Create and maintain SOPs and internal documentation
● Prepare weekly status reports and priority summaries for the agent
Outcome: The agent never wonders “What’s outstanding?”
2. Listing Management (Pre-Market → Live → Close)
● Coordinate all pre-listing activities remotely
● Order inspections, staging consults, photography, video, drone
● Gather and organize seller disclosures
● Enter and update MLS listings accurately
● Draft MLS descriptions and marketing copy for agent approval
● Build property websites and upload all media
● Proof all marketing materials before release
● Manage showing instructions and feedback
● Prepare neighborhood stats, disclosures packets, and pricing docs
● Track listing timelines and ensure deadlines are hit
Outcome: Listings launch clean, on time, and professionally—every time.
3. Marketing Execution & Brand Support
● Create, schedule and publish social media posts across all channels
● Write marketing captions and copy
● Create graphics and marketing assets using tools like AI, Canva, and Adobe
● Using Opusclip, edit videos and upload to all platforms like YouTube and other social channels
● Format and send email newsletters and market updates
● Coordinate print materials and farming mailers
● Maintain website updates and blog posts
● Manage Google Business profile updates
● Request, track, and post client reviews
● Track basic marketing performance metrics
Outcome: Consistent marketing presence without agent micromanagement.
4. Client, Lead & Sphere Support
● Handle inbound leads (Zillow, Realtor.com, website, referrals)
● Pre-qualify leads via email/text and schedule consults
● Prepare CMAs and buyer/seller packets for review
● Draft follow-up emails after client meetings
● Manage client touchpoints (birthdays, anniversaries, home value updates)
● Coordinate closing gifts (ordering, shipping, timing)
● Prepare buyer tour itineraries and moving checklists
● Track referrals and follow-up timelines
Outcome: Clients feel cared for. Leads don’t fall through cracks.
5. Open House & Field Coordination (Remote Side Only)
● Coordinate open house scheduling
● Prepare open house marketing materials
● Assign and schedule local runner or open house host
● Collect sign-in data and enter into CRM
● Execute follow-up campaigns after open houses
Outcome: Open houses generate value, not just foot traffic.
6. Strategic & Reporting Support
● Maintain pipeline dashboards and deal tracking
● Track KPIs and production metrics
● Monitor listing inventory and market activity
● Research competitors and comparable listings
● Assist with listing presentations and pricing strategy docs
● Research tools, vendors, and tech platforms
● Act as project manager across all active deals
Outcome: The agent has visibility and leverage—without doing the work.
The Real Estate Virtual Assistant will:
- Own listing coordination from pre-market through close
- Execute and manage listing and brand marketing assets
- Support transaction timelines, documentation, and compliance
- Maintain CRM accuracy and client follow-up workflows
- Coordinate schedules, vendors, and local field support remotely
- Provide reporting, pipeline visibility, and operational structure
Ideal Candidate Profile
- Fluent or near-fluent in English (Spanish bilingual a plus)
- College-educated or equivalent professional experience
- Experienced in real estate operations, transaction coordination, marketing support, or executive operations
- Comfortable working independently and managing multiple projects
- Proactive, detail-oriented, and systems-driven
- Highly organized, detail-oriented, proactive
- Comfortable managing multiple projects simultaneously
- Experienced with:
- Works US business hours or overlapping core hours
- Communicates clearly and proactively
- Flags issues early (no hiding mistakes)
- Owns outcomes, not just tasks
- Comfortable enforcing deadlines with vendors and runners
○ CRMs
○ Google Workspace apps
○ Canva
○ DocuSign
○ AI Systems
○ Real estate workflows (strongly preferred)
What This Role Does NOT Do
- (Important for alignment)
- No in-person tasks
- No showing homes
- No open house hosting
- No driving, errands, or lockboxes
- No personal assistant work unrelated to the business
Success Metrics (How You’ll Know This Is Working)
- Listings launch without agent stress
- Agent calendar is clean and intentional
- No missed deadlines
- CRM stays accurate without reminders
- Agent spends more time on:
○ Pricing
○ Clients
○ Relationships
○ Strategy
$1,100 - $1,100 a month
Works US business hours or overlapping core hour
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.