Texas Residential Real Estate Virtual Assistant / Transaction Coordinator

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TYPE OF WORK

Part Time

SALARY

$7.85

HOURS PER WEEK

35

DATE UPDATED

Aug 7, 2026

JOB OVERVIEW

exas Residential Real Estate Virtual Assistant / Transaction Coordinator

Please read carefully before applying. Applications without complete answers may not be reviewed.

In the first line of your application, please write: Texas RE VA Application

We are looking for a highly organized, detail-oriented virtual assistant based in the Philippines with direct U.S. residential real estate experience.

This is a fast-paced role supporting a busy residential real estate agent in Fort Worth, Texas. The right candidate must be able to work quickly, track open tasks without being reminded, ask good questions early, and produce client-ready work with minimal errors.

Texas residential real estate experience is strongly preferred. Experience with Keller Williams, Sotheby’s, Compass, Coldwell Banker, RE/MAX, eXp, or a similar brokerage is preferred.

Please note: We will be traveling out of the country through September 2, so responses may be delayed. If you do not hear from us right away, please do not worry. We may still be reviewing applications and will follow up with selected candidates as our schedule allows.

Minimum Requirements

Please only apply if you meet these requirements:

R1 - Based in the Philippines.

R2 - Willing to work 30 to 35 hours per week during agreed U.S. Central Time hours.

R3 - Minimum 3 years of direct U.S. residential real estate experience supporting an agent, team, or brokerage.

R4 - Experience supporting a U.S. brokerage, agent, or real estate team, preferably Keller Williams, Sotheby’s, Compass, Coldwell Banker, RE/MAX, eXp, or a similar brokerage.

R5 - Texas residential real estate experience is strongly preferred.

R6 - MLS experience required. NTREIS or HAR experience strongly preferred.

R7 - Contract-to-close coordination experience required.

R8 - Experience preparing MLS listings or listing documents strongly preferred.

R9 - Experience with real estate tools such as CRM systems, DocuSign, ZipForms, TransactionDesk, Dotloop, ReChat, KW Command, Canva, Microsoft To Do, Outlook, or similar platforms strongly preferred.

R10 - Some professional Canva experience required, including basic real estate marketing materials.

R11 - Strong written English and ability to proofread accurately without relying on AI.

R12 - Ability to write clear, professional emails with minimal typos.

R13 - Comfortable maintaining a live task list with deadlines, statuses, next actions, and daily updates.

R14 - Able to work quickly, change tasks quickly, and keep up in a fast-paced environment while maintaining accuracy.

R15 - Must provide hourly rate.

R16 - Must provide availability during U.S. Central Time.

R17 - Must be willing to complete an NBI background check.

R18 - Must be willing to complete a DISC profile.

R19 - Must provide at least two verifiable work references with contact information.

R20 - Final candidates may be asked to complete a paid skills test.

R21 - Must provide a short writing sample and sample client email. AI-generated samples will not be accepted.

About the Role

The role will support contract-to-close coordination, listing preparation, document organization, CRM updates, deadline tracking, title/lender/inspection coordination, calendar management, client/agent communication, and general real estate administrative support.

This is not a slow-paced role. The agent’s business moves quickly, and the assistant must be able to stay organized, carry tasks forward, and keep track of open items without constant reminders.

Responsibilities May Include

A1 - Track contract deadlines and key dates.

A2 - Maintain transaction checklists.

A3 - Coordinate with title companies, lenders, agents, inspectors, photographers, vendors, and clients.

A4 - Organize documents and transaction files.

A5 - Prepare listing checklists and showing feedback summaries.

A6 - Prepare listings in NTREIS MLS.

A7 - Create MLS listings and update listing information.

A8 - Update CRM and lead follow-up systems.

A9 - Draft clear, professional email updates with minimal typos.

A10 - Create general marketing materials.

A11 - Use Canva for professional marketing materials.

A12 - Create buyer and seller documents in ZipForms and DocuSign.

A13 - Schedule photography, appointments, showings, inspections, and other real estate-related meetings.

A14 - Provide showing instructions to agents and clients.

A15 - Upload documents to ReChat or similar platforms.

A16 - Review and track executed documents.

A17 - Monitor open tasks and follow up without being reminded.

A18 - Research personal or real estate topics as requested.

Important Work Style Requirements

The ideal candidate must be able to:

W1 - Maintain a live task list every day.

W2 - Carry unfinished tasks forward until complete.

W3 - Clearly identify what is completed, pending, waiting on someone else, or ready for review.

W4 - Ask questions early instead of guessing.

W5 - Move to the next task when blocked.

W6 - Work from partial information without freezing.

W7 - Handle changing priorities calmly.

W8 - Proofread carefully before sending work.

W9 - Balance speed with accuracy.

W10 - Communicate clearly and professionally.

Tools and Systems

Experience with some or all of the following is preferred:

T1 - NTREIS MLS

T2 - HAR

T3 - TransactionDesk

T4 - ZipForms

T5 - DocuSign

T6 - Dotloop

T7 - ReChat

T8 - KW Command

T9 - Microsoft To Do

T10 - Microsoft Outlook

T11 - Canva

T12 - CRM systems

T13 - BrokerBay or showing platforms

T14 - Google Drive / OneDrive

T15 - ChatGPT, Claude, or other AI tools for support

AI tools may be used for support, but the candidate must be able to write, review, proofread, and correct work independently. AI-generated writing samples will not be accepted.

Application Instructions

Please answer each question below using the Q-number format. Applications that do not answer each question may not be reviewed.

Q1 - Are you based in the Philippines?

Q2 - Are you willing to work 30 to 35 hours per week during agreed U.S. Central Time hours?

Q3 - How many years of U.S. residential real estate experience do you have?

Q4 - Which U.S. brokerages, agents, or teams have you supported, and where were they located?

Q5 - Have you worked with Texas residential real estate? If yes, please describe.

Q6 - What MLS systems have you used? Have you used NTREIS or HAR?

Q7 - Have you handled contract-to-close coordination? Please describe.

Q8 - Have you prepared MLS listings or listing documents before?

Q9 - What real estate tools have you used? Please include CRM systems, DocuSign, ZipForms, TransactionDesk, Dotloop, ReChat, KW Command, Canva, Microsoft To Do, Outlook, or similar tools.

Q10 - What is your experience with Canva and real estate marketing materials?

Q11 - Please describe your written English and proofreading experience.

Q12 - Please provide a short sample client email. AI-generated samples will not be accepted.

Q13 - Please describe how you keep track of tasks, deadlines, and follow-ups.

Q14 - Please describe a fast-paced real estate role you have handled successfully.

Q15 - What is your hourly rate?

Q16 - What hours are you available to work in U.S. Central Time?

Q17 - Are you willing to complete an NBI background check?

Q18 - Are you willing to complete a DISC profile?

Q19 - Can you provide at least two verifiable work references with contact information?

Q20 - Are you willing to complete a paid skills test if selected?

Q21 - Please provide a short writing sample. AI-generated samples will not be accepted.

DISC Profile Preference

The ideal candidate will likely have strong Steadiness and Conscientiousness traits, meaning they are reliable, organized, detail-oriented, calm under pressure, and careful with documents and deadlines.

However, this role also requires enough urgency and flexibility to work in a fast-paced environment. The candidate must be able to move quickly, change tasks when needed, and communicate proactively.

Paid Skills Test

Final candidates may be asked to complete a paid skills test involving:

P1 - Organizing real estate tasks into a live task list.

P2 - Reviewing an email for clarity and errors.

P3 - Identifying missing information in a transaction or listing task.

P4 - Prioritizing competing tasks.

P5 - Drafting a short professional client or agent email.

This test is intended to confirm fit before hiring.

Thank you for your interest. We look forward to reviewing your application.

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