Real Estate Virtual Assistant - No Cold Calling - Following up - Scheduling - CRM updates

Full Job Description

This position focuses on supporting our real estate team with lead management, client communication, appointment scheduling, CRM updates, and administrative tasks.

You'll help ensure that every lead receives timely attention, every client is properly followed up with, and our agents have the information and support they need to close more transactions.

The ideal candidate is extremely dependable, detail-oriented, comfortable communicating with clients, and capable of learning our processes quickly.

What Success Looks Like

• Fast response times and professional communication with clients and agents
• Consistent daily follow-ups with no leads falling through the cracks
• Accurate, organized, and updated CRM records
• Efficient scheduling and coordination of property showings and appointments
• Proactive support that allows our agents to focus on selling real estate
• You take ownership of your responsibilities instead of waiting to be told what to do

Job Responsibilities

• Respond to incoming calls, emails, WhatsApp messages, and client inquiries
• Follow up with new and existing leads to maintain consistent communication
• Contact leads to qualify their interest, timeline, budget, and real estate needs
• Schedule property showings, Zoom meetings, and appointments for our agents
• Maintain accurate client information, notes, tasks, and lead statuses in our CRM (Follow Up Boss)
• Monitor agent follow-up activities and help ensure leads are properly managed
• Organize property listings, client information, and administrative documents
• Assist with basic property research and gathering listing information
• Coordinate communication between agents, clients, and management
• Prepare spreadsheets, reports, and other administrative materials
• Follow established processes while identifying opportunities to improve efficiency
• Provide general administrative support to the real estate team as needed

Job Requirements

Speak fluent English - Know how to have a conversation. Be personable and professional. 

• Extremely reliable, responsible, and consistent with follow-ups
• Highly organized with excellent attention to detail
• Comfortable making and receiving phone calls
• Ability to work independently and manage multiple tasks
• Comfortable using CRMs, Google Workspace, Excel, and Google Sheets
• Experience with WhatsApp Business and appointment scheduling
• Fast learner who can follow processes and take full ownership of responsibilities

Skills Required

• Real Estate - Beginner

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