Real Estate Team Virtual Assistant

Full Job Description

We are seeking a Virtual Operations & Process Manager to design, implement, and enforce the systems that run our real estate business.

This role is for someone who builds order, documents processes, and ensures systems are followed — not someone who waits for instructions.Trello is our operational backbone. 

If you treat Trello like a to-do list, this role is not for you. 

If you treat it like an operating system, keep reading.

Job Responsibilities

Operations & Process Leadership

 Design and document workflows for:

  Listings and transactionsMarketing productionClient care and eventsInternal team operations

 Turn verbal habits into documented SOPs

 Audit systems regularly and improve what isn’t working

Trello System Ownership

 Build and manage Trello boards for transactions, marketing, and projects

Create templates, automations,checklists, labels, and timelines

Enforce system usage and hold team members accountable

Ensure nothing lives “in someone’s head”

Transaction & Administrative Systems

Build transaction pipelines with clear stages and deadlines

Ensure all documents are tracked, compliant, and organized digitally

Design scheduling and follow-up workflows that reduce manual effort

 CRM & Client Care Infrastructure

 Maintain CRM workflows, tagging, and automation

 Build follow-up systems tied to client lifecycle stages

 Support client appreciation events through documented workflows

Job Requirements

Experience in back office real estate administration/transaction management, CRM, Trello, Google workspace, Canva, Zoom

 To be considered, applicants should include:

 A video with brief explanation of:

Your real estate experience 

A system you built and enforced. 

Your experience using Trello beyond basic task management

Any experience with marketing or social media systems (if applicable)

Must have experience in supporting real estate agents/team.

See attachment for specific application requirements.

Skills Required

• Desktop Applications - Intermediate
• Admin Support - Intermediate
• CRM - Intermediate
• Real Estate Sevices - Intermediate

Attachments

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