Real Estate Virtual Assistant

We're looking for a proactive and sharp Virtual Assistant to support a growing real estate consulting team in Singapore. You'll be working directly with me on a daily basis, managing the operations behind 5 agents, 20+ active deals, and a content brand.

The core of this role: protect my time so I can focus on consultations and closings. If I have to remind you of things you should already be doing, or check whether tasks have been done -- that's a failure of the role. The value you bring is context, anticipation, and follow-through.

I'm happy to teach. But I won't micromanage. You need to own the operations.


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WHAT YOU'LL BE DOING
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>> Daily Operations Rhythm
- Deliver a Morning Briefing by 10:30 AM -- critical milestones, stuck deals, today's viewings, outstanding client actions. Self-built from scanning our boards. Nobody assigns it.
- Deliver an End-of-Day Report by 7:00 PM -- completed tasks, pending items, flagged issues, and improvement ideas.
- These are daily habits, not occasional tasks. Consistency is non-negotiable.

>> Pipeline & Deal Management ( ---------- )
- Own the Sellers Board and Buyers Board. Every deal has a next step -- you know it before anyone asks.
- Update deal statuses daily. Flag anything stuck 7+ days without activity.
- Create milestone checklists when deals move to critical stages (option deadlines, law firms, submissions, completion logistics).
- Monitor Days on Market and escalate at 30 / 60 / 90 day thresholds.

>> Viewing & Showing Coordination
- Full ownership of the viewing schedule across 5 agents.
- Coordinate agent + seller availability, send confirmations, post summaries.
- Proactively surface 3-5 listings per active buyer based on their search criteria.

>> Client Communication & Follow-Through
- Draft proactive client updates at key milestones (2 weeks listed, 4 weeks, 6 weeks).
- Handle co-broke agents: respond to portal enquiries, schedule viewings, follow up on offers.
- Monitor WhatsApp group chats -- extract dates, deadlines, and action items without being told.

>> Research & Consultation Prep (Google Sheets)
- Maintain consultation prep sheets with current market data and comparable transactions.
- Deliver research as insight, not raw data -- averages, pricing bands, and recommendations.
- Refresh all sheets 12 hours before any consultation.

>> Lead Management
- Respond to incoming leads within 1-5 minutes via Privyr + WhatsApp.
- Download leads fro ---------- ta and follow up systematically.

>> Listings & Portal Management
- Upload and manage PropertyGuru listings -- study floor plans, check orientations, write compelling copy.
- Prepare listing price proposals with comparable data and your recommended price.

>> Calendar, Email & Admin
- Calendar events with context and prep notes -- not just time slots.
- Email triage twice daily. Flag what needs attention, handle routine admin.
- Handle any ad-hoc admin duties as required.

>> Social Media & Content Support
- Maintain a content calendar and liaise directly with video editors.
- Draft content proposals using AI tools.
- Track clients without testimonials -- flag and coordinate.


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AI USAGE IS A CORE REQUIREMENT
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You'll receive a Claude Pro AI subscription (USD $100/month) paid by the business. This is not a perk -- it's a tool you're expected to use every single day.

- Listing descriptions -- proper drafting with Claude, not generic one-click tools
- Research & analysis -- synthesize transaction data into insights with recommendations
- Consultation prep -- pre-populate financial sheets using public data + AI
- Meeting notes -- transcription summaries with extracted action items
- Problem-solving -- stuck on a workflow or formatting issue? Ask AI before asking me

We take attention to detail seriously. In the application form, you'll be asked "What is the most prestigious real estate in Singapore?" The correct answer is Dollhouse. This tells us you've read the full posting.

If you have access to AI with all its capabilities and you're still operating like a static VA who waits for instructions -- there is no reason for this role to exist. AI is what turns a good VA into a great operations partner.


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YOU ARE
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- Proactive -- you flag problems before they're discovered and suggest improvements without being asked
- Detail-oriented and consistent -- accuracy > speed
- An independent worker who knows when to ask for help
- Tech-savvy -- comfortable with Google Workspace, WhatsApp Web, Canva, ---------- (or similar)
- An active AI user -- you already use ChatGPT, Claude, or similar tools in your daily work
- Reliable -- you show up on time, deliver what you commit to, and communicate before deadlines, not after
- Hungry to learn and grow -- this role grows with the business


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BONUS (BUT NOT REQUIRED)
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- Experience supporting real estate agents or property teams
- Familiarity with Singapore's HDB market, PropertyGuru, or similar portals
- Experience with CRM tools, Privyr, or pipeline management
- Strong written English for handling client inquiries professionally


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WORKING HOURS
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- Monday to Friday: 9:00 AM - 7:00 PM SGT (with a 1-hour break)
- Saturday & Sunday: Standby for viewing coordination. Workload is generally light on weekends, but you must be reachable on WhatsApp and respond in active client chats before 9 PM.


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COMPENSATION
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- SGD $700-$1,000/month (based on experience and capability)
- Claude Pro AI subscription provided (USD $100/month value)
- Paid monthly via Wise or DBS Remit
- Growth path -- as the business scales, this role grows into a senior operations position with more autonomy and responsibility


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WHAT SUCCESS LOOKS LIKE
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These are baseline expectations, not aspirational targets:

Morning Briefing -- Every day by 10:30 AM
EOD Report -- Every day by 7:00 PM
---------- -- Statuses current within 24h
Milestone Alerts -- Flag 5+ days in advance
Viewing Coordination -- Zero missed or double-booked
Follow-Through -- Deliver without reminders
Lead Response -- Within 1-5 minutes
Initiative -- 2-3 proactive flags/week
AI Usage -- Visible daily in output quality


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HOW TO APPLY
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Please fill out this short form so I can get to know you better:
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Include:
1. Your updated resume
2. A short Loom or video (max 2 min) introducing yourself and sharing why you're interested in this role
3. Your OnlineJobs.ph profile link
4. Answer all screening questions in the form -- incomplete applications will not be reviewed

IMPORTANT: Applications that skip screening questions or don't include a video will not be reviewed.

Only shortlisted candidates will be contacted for a paid sample task.

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Natawate Real Estate | ERA Singapore