Real Estate Virtual Assistant

???? Job Title: Executive Assistant (Virtual Assistant - VA1)
???? Type: Full-Time, Remote
???? Schedule: Monday to Friday, 8:00 AM to 5:00 PM EST
???? Compensation: $3/hour and up (based on experience and qualifications)
???? Start Date: ASAP

???? Overview:
We are hiring a detail-oriented, proactive Executive Assistant (VA1) to support a top-producing Realtor in South Florida. The ideal candidate thrives in a high-volume environment, is tech-savvy, and can manage listings, coordinate with vendors and clients, and handle backend operations efficiently.

???? Key Responsibilities
???? Listing Coordination
Prepare for listing appointments (create packets, research comps, print marketing pieces)


Write compelling listing descriptions


Manage MLS input, photos, documents, and listing edits


Coordinate sign installations, lockbox setup, and ShowingTime scheduling


Request HOA documents


Ensure listing compliance and timely file uploads to AppFiles


Create and send weekly seller updates with showing feedback, inquiries, online activity, and local competition


Follow up with showing agents for feedback


Order print marketing materials, closing gifts, and other listing-related items


Track key listing data across spreadsheets


Schedule and promote open houses


???? CRM & Client Management
Maintain Follow Up Boss CRM: data entry, lead updates, notes, tags, smart lists


Set up saved searches based on buyer criteria and call notes


Send and respond to emails and texts to/from clients and vendors


Upload buyer consultation materials and support pre-appointment prep


???? Marketing & Content Support
Manage Instagram, Facebook, and YouTube content


Upload long-form and short-form video content (training available)

Design branded flyers using Canva (templates provided)


Use Constant Contact to support outbound email campaigns


Support listing marketing via Fello, Vulcan7, and Bold Trail


???? Calendar & Scheduling
Manage and update daily calendar


Schedule showings, appointments, and internal meetings


Confirm open house times and vendor appointments


Coordinate timelines for new listings and marketing launches


???? Back-End Admin & Bookkeeping
Pay invoices and log expenses in QuickBooks


Consolidate personal and business receipts


Manage shared folders in Google Drive


Maintain records of listing data, marketing results, and performance


Document and improve internal workflows and SOPs


Help implement automation (via Zapier and AI tools) to reduce manual tasks



???? Tech Stack (Tools You'll Use)
Daily Ops & Communication
Follow Up Boss


Slack


Asana


Gmail


Zoom


Loom


ScreenshotMonitor


Marketing & CRM
Vulcan 7


Upgrade to see actual info


Constant Contact


Zapier


Canva


Bold Trail


MLS & Property Research
Beaches FlexMLS (RAPB)


RPR (Realtors Property Resource)


Local Property Appraiser websites (St. Lucie, Martin, Indian River)


Backend Operations
AppFiles


QuickBooks


Google Suite (Drive, Docs, Sheets, Calendar)


Wise


LastPass


Lolo Gifts


ShowingTime



? Requirements
Strong English communication (written & verbal)


At least 1 year of VA or administrative experience (real estate or corporate preferred)


CRM experience (Follow Up Boss highly preferred)


Canva proficiency


Bachelor's degree or diploma required if limited experience


Coachable and comfortable using AI & automation tools (Zapier, etc.)


MLS and Constant Contact experience is a bonus



???? Personality Traits
Organized and detail-focused


Growth-minded and proactive


Accountable and independent


Personable and professional


???? Communication Channels


Email


WhatsApp


Slack

Communication Expectations
I value open and efficient communication. You can reach me via email, text, call, or WhatsApp, whichever is most convenient. I would like to receive a weekly email update every Monday to review the previous week’s accomplishments and activities. Additionally, we will meet for 15-20 minutes every Monday to review your prior weeks performance, answer any questions and discuss upcoming tasks and priorities.

Working Hours
It is important that work is conducted during business hours (8 AM–5 PM Eastern Time) to ensure alignment with client and business needs.

Our Values and Mission

Integrity, honesty, professionalism, problem-solving, knowledge, and a commitment to excellence are the values that drive this business. Our mission is to provide exceptional real estate services that address the unique needs and concerns of each client, ensuring smooth and successful transactions through professionalism, responsiveness, and strong advocacy.

At the same time, we believe in taking care of each other as much as we care for our clients. This business represents three years of dedication, hard work, and passion, and your role will be instrumental in helping us continue to deliver exceptional service and grow to new heights.

If you're an adaptable, organized VA ready to contribute to a fast-moving real estate business and grow with a high-performance team, we want to hear from you. Please send your resume to Upgrade to see actual info with the subject line 'Florida Rockstar VA Application' along with a resume and which tools/softwares listed above you are familiar with.

I look forward to hearing from you!