Systems/Automation Specialist For a Real Estate Agent

Type: Gig-based w/ potential for ongoing hours

Do you get excited about streamlining a process? In setting up automations that make life easier and are completely hands off? Are you proud of your systems when they run like a well-oiled machine?

Are you someone who is so confident of what they built that they know things won’t fall through the cracks. Or when something does happen, or there’s a tech glitch, you know how to fix is asap?

Does this quote from James Clear resonate: "You do not rise to the level of your goals. You fall to the level of your systems"?

I need someone who is a systems and automation ninja! If there’s a way to make it happen with the systems I have, you’ll find it. And if there’s not, we’ll work together to find a better way.

You are someone who...

- Is experienced in systems and automations. You understand no-code systems, CRMs, API’s, etc.
- You’ve invested in yourself to understand how tech and systems work. You can take that knowledge and apply it to different tools
- You have an in depth knowledge of the most popular tools on the market and know pretty quickly how we can set up my vision and only paying for the tools that are necessary. We’ll utilize the basic/free versions until we scale up and need a paid account.
- Can look at my vision and help me figure out how to make it happen so that I can be more hands off
- Is a self-starter—you take initiative and aren’t afraid to test, tweak, and optimize.
- Is a fast learner who enjoys figuring out how to make tools and tech work together.
- Sees an inefficient process and immediately starts mentally mapping out how to fix it. You bring these ideas to me and you are excited to create more efficiency in the business
- Gets giddy when a well-built automation replaces hours of manual work.
- Finds joy in organizing chaos and creating systems that actually work.
- Can take a great idea and make sure it’s seen through to completion (This is hugely important for me. I constantly have great ideas, but I can easily get sidetracked. I need someone with really high follow through).

If this is you, then I want to hear from you!

AboUpgrade to see actual info:

I’m a millennial and forward-thinking real estate agent who does things differently. I don’t cold call, door knock, or chase leads—I believe in attraction marketing and creating so much value that clients naturally want to work with me and my team. I need better systems to keep things running smoothly (without me being the bottleneck! This has always been my biggest issue).

Right now, I’m the main client-facing person, but the goal is to scale—so I can step more into a CEO role and out of the day-to-day. I’ve been selling real estate since 2013, so we’ve got a solid track record!

Important things to me:

- Vision & impact: We’re not here to do things the way they’ve always been done. We want to make life easier for our clients and our team by leveraging smart systems and automation.
- Yuck to micromanagement: I don't like to be micromanaged and it's not the way I like to treat anyone who partners with me. I want to hire an expert so I can trust you to run with ideas and make things happen. I do like to check in and make sure we're on the same page about moving forward, but I love it when other teaUpgrade to see actual infombers have brought ideas to me because they know their space and expertise so well!
- A true team environment: Your contributions matter, and when we hit big goals, we all win together.
- Fun, collaborative, and fast-moving: I love working with people who enjoy what they do and who thrive in their zone of genius.
- I’ve tried to be a jack of all trades, but I’m ready to hand things off so we can focus on what actually moves the needle!
- If you love creating streamlined, efficient systems that make life easier and allow businesses to scale, you’ll fit right in! Bonus points if you have experience with automation tools, workflows, and real estate operations.

I have so many ideas. I know what needs to get done, but execution and streamlining? That’s where I need YOU! I can also get sidetracked. As my business and family have grown, I’ve found it harder to execute everything I envision. I need someone who can keep projects on track by nudging me when needed and making sure nothing gets stuck waiting on me.

I’m looking for a tech-savvy, detail-obsessed, automation-loving rockstar who loves to take big ideas and turn them into smooth, efficient workflows. You see the gaps, fill them before anyone notices, and ensure that nothing falls through the cracks. I am FULL of ideas and I can get about 80% there on many of them, but really need someone to carry the baton to the finish line for me!

If you have experience with real estate, that is a plus! However, I know that most real estate companies are so far behind on marketing and tech that this might not exist. I have a good grasp of how most of my tech works, but it's the details that I get lost in, so I can help show you how the real estate specific software I use probably functions similarly to other tools you've worked with before.

I need a systems ninja who can:

- Audit and refine our existing processes in Follow Up Boss, Airtable, Fillout, Notion, Zapier and other platforms we use.
- Optimize our workflows and Integrate tools to ensure deadlines, tasks, and follow-ups happen automatically (without me having to remember everything!).
- Help simplify our tech and process—right now, some things work and some things don’t, but they could be way more efficient.
- Help me create a system for delegation so I can assign tasks easily to my assistant and other teaUpgrade to see actual infombers.
- Write SOPs down for everything you build so that me or other teammates know what to do or who to contact
- Identify bottlenecks in our current processes and automations and propose solutions to fix them.
- Test automations and links to make sure they are woork
- Work with other VAs/teaUpgrade to see actual infombers to execute on these ideas

How to Apply

- Send me your availability and best communication times (I’m in CST and typically work 10am-2pm) and then fill in other hours around kids and family. I’d love to have some overlap somewhere in my day to communicate back and forth briefly, but I know with the time difference, we may have to get creative
- Tell me what excites you about this role and why you’d be a great fit.
- Show off your previous work! I love seeing examples of how you’ve helped streamline processes before
- Include the phrase “Efficiency > Chaos” somewhere in your application to confirm you read this.
- Bonus points if you include a Loom video (or written breakdown) walking me through an automation or system you’ve set up before. But please don’t use chatgpt to reverse engineer what I’ve put in here - I can tell ;)
- Let me know how many hours you anticipate that it could take to learn the systems and is this something that you bill me for?

Looking forward to finding the right person to help me get my ideas out of my head and into execution!