Leasing Intake Calls & Emails – Part-Time (U.S. East Coast Hours)

We are a U.S.-based commercial real estate brokerage representing landlords of retail shopping centers. We are seeking a part-time virtual assistant to handle inbound leasing calls and leasing inquiry emails, provide basic property information, distribute marketing materials, and maintain accurate call and inquiry logs.
This role is front-line intake, not sales. The goal is to respond professionally, provide accurate information, and help identify which prospects show legitimate leasing traction.
Schedule & Compensation
• Hours: Approximately 20 hours per week
• Schedule: U.S. business hours (flexible within that window)
• Pay: Negotiable
• Location: Remote (Philippines preferred)

Core Responsibilities
Leasing Calls (Primary Responsibility)
• Answer inbound leasing calls during assigned business hours
• Professionally represent the company on all calls
• Provide factual information including:
o Available suite sizes
o General property details
o Estimated NNN expenses
• Reference provided use restriction summaries when applicable
• Do NOT quote rent amounts
o State that rent is negotiable and subject to further review
• Send follow-up emails to callers that include:
o Property brochure
o Estimated NNN expenses
o Standard leasing question list (provided template)
• Log each call in a shared call log, including:
o Caller name and company
o Phone number and email
o Property of interest
o Intended use
o Suite size requested
o Any notable comments or concerns

Leasing Inquiry Emails
• Monitor and respond to leasing inquiry emails
• Send a professional response that includes:
o Property brochure
o Estimated NNN expenses
o Standard leasing question list
• Ensure responses are timely and consistent with company templates
• Log each email inquiry in the shared call/inquiry log

Reporting & Review
• Maintain an organized and up-to-date shared call and inquiry log
• Flag inquiries that show potential traction, such as:
o Clear intended use
o Appropriate space size
o Realistic timing
o Responsive follow-up
• Participate in a bi-weekly review with the one of the Principles (Sean) to:
o Review recent calls and inquiries
o Identify which prospects appear most viable
o Highlight recurring questions or issues

Required Skills
• Strong spoken and written English
• Professional phone presence
• Comfortable speaking with business owners and brokers
• Ability to follow scripts, templates, and instructions precisely
• Organized and detail-oriented
• Reliable internet connection and quiet calling environment

Preferred Experience
• Prior experience as a virtual assistant or administrative assistant
• Experience in real estate, leasing, or property management is a plus
• Familiarity with email templates, shared spreadsheets, and basic CRM tools is helpful but not required
Success in This Role Looks Like
• Calls and emails are answered promptly and professionally
• Accurate information is consistently provided
• All inquiries are properly logged
• The principal broker receives fewer unqualified interruptions
• Legitimate leasing prospects are clearly identified and surfaced

Leasing Intake – VA Standard Operating Procedure (SOP)
Role Purpose
Handle inbound leasing calls and leasing inquiry emails. Provide basic property information, send marketing materials, and log all inquiries accurately. This role is intake and screening only.
Core Rules
• Be professional and courteous at all times
• Provide factual information only
• Do not quote rent
• Do not negotiate lease terms
• Do not approve or deny uses
• When unsure, log the information and escalate
Call Handling Procedure
1. Answering the Call
“Thank you for calling Carolina Commercial. This is ___ speaking. How can I help you?” Confirm which property or shopping center the caller is inquiring about.
2. Collect and Log Caller Information
• Caller name
• Business name
• Phone number
• Email address
• Lead source: Call
3. Required Intake Questions
• What type of business are you planning to open?
• Is this an existing concept or a new startup?
• Do you currently operate other locations? If so, where?
• How much space are you seeking?
• What city or market are you targeting?
• What is your target opening timeline?
• Will the concept include food preparation, alcohol service, or a drive-thru?
4. Approved Information You May Provide
• Available suite sizes
• General property information
• Estimated NNN expenses (if available)
If asked about rent, say: “Rent is negotiable and depends on the overall economics of the transaction and tenant underwriting.”
5. Close the Call
“I’ll email you the brochure along with a few follow-up questions so we can determine whether this may be a good fit.” Confirm their email address before ending the call.

Email Handling Procedure
• Send the standard leasing response email
• Attach the brochure
• Include estimated NNN expenses
• Include the standard question list
• Log the inquiry in the call log
Logging Requirements
• Date and time
• Prospect name and business name
• Property or shopping center
• City, state, and square footage (if known)
• Action needed: Send flyer / Follow up / No action needed
• Brief comments on quality or concerns
Escalation Guidelines
• Operates existing locations
• Has a clear opening timeline
• Requests appropriate square footage
• Raises potential use-restriction issues
All others should be logged with no further action unless directed.
Success Standard
Success means accurate logging, timely responses, and clear identification of viable leasing prospects.

How to Apply (Important)

To be considered, please:
1. Include the word “Retail” in the first sentence of your application
2. Confirm your availability during U.S. East Coast business hours
3. Briefly describe any phone or real estate experience
4. Note whether you would be comfortable with outbound follow-up calls in the future