CRM & Data Coordinator (Permanent Position)

Job Title:Data & CRM Coordinator (Commercial Real Estate)
Hours: Starting Part-Time (20 hrs/week) with transition to permanent Full-Time (40 hrs/week)
Compensation: Starting $6–$11/hour (starting based on experience - promotions based on time and performance)
Company Location: New Jersey, USA

! IMPORTANT: Follow “How to Apply” Section or Applications will not be considered.
***Position requires EXTREME attention to detail. Please do not apply if you are not experienced with CSV files, mapping CRM fields, creating spreadsheets / reports, etc.

Company Overview
We are a New Jersey-based commercial real estate brokerage helping owners, tenants, and investors optimize their real estate positions. We’re looking for a Remote Data & CRM Coordinator who can maintain and organize large data sets in Zoho CRM, handle customized email outreach, and gather property information by calling other brokers. Basic real estate knowledge is not mandatory; we will provide some on-the-job training. However, a strong command of English (spoken and written), excellent attention to detail, and familiarity with Zoho CRM data management and email campaigns are essential.


Key Responsibilities

CRM Management (Zoho CRM)
-Import, export, and de-duplicate records from disparate databases.
-Keep property information (address specifics, APN/block/lot, ownership data) complete and up-to-date.
-Build basic custom fields and reports to streamline data searches and analyses.

Data Integration & Cleanup
-Combine multiple data sets (CSV files, public records, skip tracing results) into one consistent database.
-Identify and merge duplicates, ensuring each property or contact has a single accurate record.
-Maintain SOPs for data entry, skip tracing, and record-keeping.

Phone Outreach for Data Collection
-Contact other brokers or listing agents to confirm lease/sale prices, taxes, insurance, and other property details. This is not a major part of the job and you will not be prospecting for clients, but you’ll need to make calls occasionally to confirm data.
-Summarize key points from calls in Zoho CRM for internal reviews.
-Communicate professionally and politely in email and spoken English to represent our firm well.

Advanced Email Deliverability & Outreach
-Use GMass (or similar) to conduct personalized mass emailing with custom fields, A/B testing, and automated follow-ups.
-Monitor bounce rates, spam triggers, and domain reputation—ensuring best practices for high email deliverability.
-Adjust templates, subject lines, and follow-up timing based on open/click response rates.

Skip Tracing & Research
-Perform skip tracing platforms such as LexisNexis, BeenVerified, local tax sites, and other software.
-Verify ownership or signatory info, resolve conflicts in records, and keep CRM notes current.
Secondary/Optional Tasks (as time allows)

Light marketing support:
-Basic flyer updates, property listing posts on websites.

Website edits on Wix (potentially WordPress in the future), if familiar. Any experience in this regard is a plus, please let us know!

Collaboration with specialized Zoho developers on advanced automations or integrations (not mandatory).


Qualifications & Skills
-Excellent English (Spoken & Written): Able to conduct phone calls with U.S.-based brokers and confidently communicate with our internal team.
Data/CRM Proficiency: Familiarity with Zoho CRM, especially imports, custom fields, and record de-duplication, reports, mapping (Mapsly).
-Email Outreach Experience: Understanding of tools like GMass, Wix e-campaigns, or other mass email platforms—particularly for deliverability and personalization.
-Attention to Detail: Methodical approach to merging records, verifying property data, and tracking updates.
Reliable Internet & Work Setup: Must be able to handle video calls, file transfers, and phone calls without disruption.
-Proactive & Self-Driven: Comfortable suggesting process improvements and learning new tools.
Preferred (Not Required)
Skip Tracing Expertise: Prior usage of LexisNexis, BeenVerified, or similar.
-Basic Real Estate Knowledge: Familiarity with property tax records, APN/block/lot references.
Marketing Tools: Experience in basic flyer design, or listing platforms (CoStar, LoopNet, Crexi).
-GIS/Mapping: Familiarity with Mapsly, MapBox, or related mapping tools.



Compensation & Growth
-Hourly Rate: Starting $6–$11/hour based on relevant experience (data/CRM, skip tracing, email outreach). Promotions and raises based on time and performance with company.
-Work Hours: Minimum 20 hours/week to start, with transition to permanent 40 hours/week.
-Long-Term Role: We are looking for a permanent team member who can grow into more responsibilities over time—eventually taking on website integrations or advanced CRM automations with project-based specialists.


How to Apply
-Please submit the following to be considered:
Resume/CV highlighting your data/CRM/marketing experience and any relevant phone outreach tasks.
-Answers to the Interview Questions below—include them in your cover letter or as a separate attachment. Feel free to provide in an audio file to show your English skills as well.

Mandatory Interview Questions:

CRM & Data
“Briefly describe a past project where you imported mass data into a CRM (Zoho or otherwise) and had to merge MANY duplicate records in MASS. What steps did you take to ensure data accuracy?”

Phone Outreach
“Are you comfortable calling brokers or property owners in the U.S. to gather info? Please share an example of when you made professional calls in English and how you handled them.”


Email Deliverability
“Have you used GMass or a similar tool for mass email personalization? What strategies did you use to maintain a strong sender reputation (prevent spam flagging)?”

Skip Tracing
“Which platforms or methods have you used for skip tracing? How do you verify conflicting ownership info if multiple sources disagree?”

Website Design
“What experience do you have with Wix, WordPress, or similar basic website design?”

Availability & Rate
“Which hours can you overlap with U.S. Eastern Time for live calls/meetings? What is your desired hourly rate within our $6–$11 range?”