Real Estate Operations & Executive Virtual Assistant — Zoho and Email Support

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TYPE OF WORK

Any

SALARY

$4 - $8 per hour

HOURS PER WEEK

20

DATE UPDATED

Jul 17, 2026

JOB OVERVIEW

We are looking for a dependable, highly organized Virtual Assistant to provide ongoing administrative and operational support for a U.S.-based real estate brokerage and two personal/editorial websites.

This is a long-term, behind-the-scenes operations position. The brokerage does not sell real estate directly, and this is not a sales, cold-calling, or telephone-support role. Communication with agents and clients is handled by email.

The right person will be detail-oriented, comfortable working independently, excellent at written follow-up, and able to keep documents, support requests, and recurring responsibilities from falling through the cracks.

PRIMARY RESPONSIBILITIES

Real Estate Brokerage Operations

Monitor, organize, and respond to support tickets in Zoho Desk.

Assist with adding and onboarding real estate agents.

Review agent form submissions for accuracy and completeness.

Verify that all required documents and information have been submitted.

Prepare and send agent agreements and other documents through Zoho Sign.

Confirm that electronically signed documents are completed and properly filed.

Follow up professionally by email when information or documents are missing.

Conduct monthly reviews and follow-ups for outstanding agent documentation.

Maintain accurate agent records and activity notes in Zoho CRM.

Update spreadsheets, trackers, reports, and internal records.

Create, edit, organize, combine, and convert PDF documents.

Maintain consistent digital file names, folders, and document organization.

Track open requests and follow-ups through completion.

Create checklists, templates, and standard operating procedures for recurring work.

Identify missing steps, recurring problems, and opportunities to improve workflows.


Email and Executive Assistance

Organize and manage email using Zoho Mail.

Draft clear, professional email responses using approved templates and instructions.

Track commitments, deadlines, unanswered messages, and follow-up dates.

Help prioritize administrative work and maintain task lists.

Provide concise progress summaries and promptly identify anything requiring the owner’s attention.

Handle confidential business and agent information with discretion.

Website and Content Support

Assist with two personal/editorial WordPress websites.

Format, upload, schedule, and update articles in WordPress.

Complete basic Rank Math SEO fields, including titles, descriptions, focus keywords, internal links, image alt text, and related publishing details.

Proofread content and check links, formatting, images, and source information before publication.

Help organize editorial files, images, drafts, and publishing schedules.

Support Zoho Campaigns and email newsletter preparation when needed.

Zoho Software Automation

SOFTWARE AND TOOLS

We currently use:

Zoho Mail

Zoho CRM

Zoho Forms

Zoho Campaigns

Zoho Sign

Zoho Sheet

Zoho Desk

WordPress

Rank Math SEO

PDF editing and creation tools

ChatGPT

Claude

HeyGen AI

Direct experience with every Zoho product is not required, but experience with Zoho, another CRM, a ticketing system, electronic-signature software, or similar business tools is strongly preferred. You must be comfortable learning new software and following documented procedures.

AI tools may be used to improve efficiency, but all AI-assisted work must be reviewed for accuracy, completeness, appropriate tone, and confidentiality before it is submitted or published.

REQUIRED QUALIFICATIONS

Excellent written English and professional email communication.

Strong attention to detail, especially when reviewing forms and documents.

Reliable follow-through without repeated reminders.

Ability to organize multiple open requests and recurring monthly tasks.

Good judgment about when to proceed independently and when to ask a question.

Comfortable learning software and following written procedures.

Able to maintain confidentiality and handle business records responsibly.

Reliable computer, internet service, and backup plan for interruptions.

Interested in a stable, long-term working relationship.

PREFERRED EXPERIENCE

Strong preference will be given to applicants who have previously supported:

A real estate brokerage.

A real estate broker or individual real estate agent.

Agent onboarding, brokerage compliance, or transaction coordination.

Real estate document collection and review.

CRM maintenance and email-based client support.

Helpful but not required:

WordPress and Rank Math SEO.

Video editing.

Social media management and scheduling.

Basic graphics or image preparation.

HeyGen or other AI-assisted content tools.

Creating checklists and standard operating procedures.

WORK ARRANGEMENT

This position will begin at approximately 20 hours per week, Monday through Friday, with the possibility of additional hours and responsibilities based on performance and workload.

Most work can be completed during Philippines daytime hours. Because communication is email-based, regular U.S. telephone hours are not required. The assistant must nevertheless check assigned work consistently, respond within agreed timeframes, and communicate promptly about urgent or blocked items.

SUCCESS IN THIS POSITION MEANS

Support tickets are acknowledged, organized, and completed on time.

Agent onboarding records are complete and accurate.

Missing documents are identified and followed up consistently.

Signed agreements and submitted forms are correctly filed.

CRM records, spreadsheets, and task trackers remain current.


Emails are professional and do not require extensive rewriting.

Recurring work becomes easier because procedures and templates are documented.

The owner spends less time checking, reminding, and correcting administrative work.

HOW TO APPLY

Please begin your application with the words “Real Estate Operations” so we know you read the complete posting.

Include the following:

A brief description of your administrative or executive-assistant experience.

Details about any work you have done for a real estate brokerage, broker, agent, or transaction coordinator.

A list of the Zoho products, CRM systems, support-ticket systems, and electronic-signature tools you have used.

A short explanation of how you would handle an agent employment onboarding submission that is missing two required documents and contains incomplete information.

Your available working hours in Philippines time.

Your requested hourly rate.

An optional sample of a checklist, procedure, spreadsheet, or similar administrative work. Please remove all confidential information before sharing it.

Shortlisted applicants may be invited to complete a small paid skills assessment involving document review, file organization, and a professional follow-up email.

WAGE/SALARY

$4–$8 USD per hour, depending on relevant experience

DESIRED NUMBER OF HOURS PER WEEK

20 or more

BUSINESS OR CONTACT NAME

----------

SKILL REQUIREMENT
Commercial Real Estate Administrative Support Executive Assistance
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