Real Estate Assistant

About the Job

I am looking for one experienced Real Estate Assistant to join our growing remote marketing team, Engageify Marketing.

This is a full-time, hands-on support role for someone who has previous experience working with real estate professionals, real estate teams, brokerages, or real estate clients.

You should understand how the real estate industry operates and be familiar with the communication, organization, follow-up, documentation, scheduling, and administrative support required to keep real estate activities moving efficiently.

You will assist with client communication, lead management, appointment coordination, CRM updates, transaction-related organization, database management, document preparation, reporting, and other administrative responsibilities.

We are looking for more than someone who can complete basic administrative tasks. You should be able to understand instructions within a real estate context, recognize priorities, keep information organized, communicate professionally, and handle confidential client and business information responsibly.

Because you may support multiple clients and projects, strong organization, attention to detail, reliability, trustworthiness, communication, and the ability to work without constant supervision are essential.

This is a long-term opportunity for someone who wants to grow with Engageify Marketing and take on increasing real estate, client support, and operational responsibilities as their skills and performance develop.

What You’ll Do
1. Real Estate Client and Lead Support
* Assist with communication and follow-up for real estate leads, prospects, clients, agents, and other contacts.
* Respond to routine client questions professionally and escalate important or sensitive concerns when necessary.
* Follow up with new leads through email, SMS, phone calls, or CRM tasks based on established procedures.
* Help ensure that every lead receives timely and appropriate communication.
* Update lead statuses, notes, contact details, appointments, and follow-up activities inside the CRM.
* Organize leads according to their stage, interest, timeline, location, property needs, or other relevant information.
* Monitor follow-up tasks and help prevent leads or client requests from being overlooked.
* Assist with buyer, seller, recruiting, referral, and past-client databases when needed.
* Maintain a professional and helpful client experience throughout every interaction.
* Handle client and business information with care, professionalism, and confidentiality.

2. Real Estate Administrative Support
* Provide day-to-day administrative support for real estate agents, teams, brokerages, and client accounts.
* Manage calendars, appointments, consultations, showings, meetings, interviews, and follow-up schedules.
* Prepare and organize real estate documents, forms, checklists, templates, presentations, and client materials.
* Review documents and information for missing details, errors, inconsistencies, or incomplete requirements.
* Maintain accurate client records, contact information, property details, transaction notes, and activity histories.
* Organize digital files, folders, documents, images, contracts, and client records using consistent naming systems.
* Assist with data entry, spreadsheet updates, database cleanup, and record management.
* Prepare meeting notes, task summaries, status updates, and basic reports.
* Track deadlines, appointments, pending documents, follow-up dates, and assigned responsibilities.
* Help create and maintain standard operating procedures, checklists, and administrative systems.
* Support additional real estate and operational tasks as needed.

3. CRM and Database Management
* Add, update, and organize contacts inside GoHighLevel or other real estate CRM platforms.
* Maintain accurate contact records, tags, notes, pipeline stages, opportunities, and assigned tasks.
* Review databases for duplicate contacts, incomplete information, incorrect tags, or outdated records.
* Monitor pipelines and identify leads or clients who require follow-up.
* Create and assign tasks based on lead activity, appointment status, or client needs.
* Assist with basic email and SMS follow-up campaigns.
* Help manage appointment confirmations, reminders, rescheduling requests, cancellations, and no-show follow-up.
* Confirm that forms, calendars, notifications, and automated follow-up systems are working correctly.
* Assist with importing, exporting, organizing, and reviewing contact lists.
* Maintain accurate and confidential records across multiple client accounts.

4. Transaction and Listing Coordination Support
* Assist with organizing transaction files, property information, client documents, and important deadlines.
* Help track required documents, signatures, inspections, appraisals, financing updates, closing dates, and other transaction milestones.
* Coordinate with agents, clients, lenders, title companies, inspectors, photographers, vendors, and other parties when instructed.
* Prepare transaction checklists and follow up on outstanding items.
* Assist with listing preparation, including gathering property details, photos, descriptions, disclosures, and marketing information.
* Review listing information for accuracy before it is submitted or published.
* Help schedule property photography, inspections, showings, open houses, and other appointments.
* Maintain organized records for active, pending, closed, cancelled, and expired transactions.
* Provide regular updates regarding outstanding documents, approaching deadlines, and incomplete tasks.

Any activity requiring a real estate license must be handled by a properly licensed real estate professional. The Real Estate Assistant must follow all applicable company policies, legal requirements, and instructions regarding licensed and unlicensed activities.

5. Marketing and Operational Support
* Assist with preparing property flyers, listing presentations, buyer guides, seller guides, newsletters, and other real estate materials.
* Help organize property photos, videos, listing details, agent profiles, testimonials, and marketing assets.
* Support social media scheduling and basic content posting when needed.
* Assist with email campaigns, client updates, event invitations, and follow-up communication.
* Help format and update information on landing pages, websites, forms, calendars, and CRM systems.
* Review marketing materials for spelling, formatting, contact information, property details, and overall accuracy.
* Coordinate administrative and marketing tasks across multiple real estate client accounts.
* Communicate project progress, questions, missing information, and concerns proactively.
* Support additional client, marketing, recruiting, and operational projects as needed.

The Ideal Candidate Will Have
* Previous experience working as a Real Estate Assistant, Real Estate Virtual Assistant, Transaction Coordinator, Listing Coordinator, Administrative Assistant, or similar role.
* Experience supporting real estate agents, teams, brokerages, buyers, sellers, or other real estate clients.
* A practical understanding of real estate terminology, client processes, transactions, listings, appointments, and follow-up.
* Experience communicating professionally with real estate leads, clients, agents, and vendors.
* Strong organizational skills and the ability to manage multiple tasks, clients, deadlines, and priorities.
* Excellent attention to detail and the ability to identify missing, incorrect, or inconsistent information.
* A trustworthy and professional approach to confidential client, transaction, and business information.
* Ability to follow instructions, checklists, workflows, and standard operating procedures accurately.
* Ability to work independently and complete responsibilities without constant supervision.
* Ability to recognize urgent tasks and prioritize work appropriately.
* Strong written and verbal communication skills.
* Strong follow-up habits and a commitment to completing assigned tasks.
* Professional judgment when handling client concerns, sensitive information, or unexpected situations.
* Experience using CRM platforms, spreadsheets, calendars, email systems, and cloud-based file storage.
* Strong data entry, documentation, and file organization skills.
* Ability to learn new real estate systems, processes, and software quickly.
* A reliable computer suitable for remote administrative work.
* A stable internet connection and professional remote work environment.
* Availability to consistently work from 8:00 AM to 4:00 PM Eastern Time, Monday through Friday.

Strongly Preferred Tools and Experience
Experience with several of the following will make you a stronger candidate:
* GoHighLevel
* Google Workspace
* Google Drive
* Google Docs
* Google Sheets
* Google Calendar
* Microsoft Office
* Microsoft Excel
* Outlook
* Zoom
* Canva
* Real estate transaction coordination
* Listing coordination
* Buyer and seller lead follow-up
* Appointment management
* Database organization and cleanup
* CRM pipeline management
* Email and SMS communication
* Real estate recruiting support
* Real estate marketing support
* Document and contract organization
* Client care and customer service
* Vendor coordination
* Reporting and spreadsheet management
* Agency or multi-client support

**NOTE:** Candidates do not need to be experts in every platform listed above. We place greater importance on relevant real estate experience, organization, attention to detail, trustworthiness, communication, reliability, professional judgment, and the ability to learn new tools and processes quickly.

Candidates should be comfortable sharing their screen during the interview and demonstrating how they organize client information, manage a CRM, track follow-ups, maintain transaction or listing checklists, and handle multiple priorities.

We want to understand not only which tools you have used, but also how you stay organized, prevent mistakes, protect confidential information, communicate with clients, and make sure important tasks are completed on time.

Compensation
$6.00 USD per hour

How to Apply
Please send the following:
* Your resume or a summary of your relevant work experience.
* A brief introduction describing your experience in the real estate industry.
* A description of the real estate professionals, teams, brokerages, or clients you have previously supported.
* Details about your experience communicating with real estate leads, buyers, sellers, agents, or vendors.
* A short explanation of your experience with real estate transactions, listings, or client follow-up.
* A list of the real estate CRM and transaction management platforms you have used.
* Details about your experience using GoHighLevel or other CRM platforms.
* Examples of the administrative systems, spreadsheets, checklists, or reports you have managed.
* A short explanation of how you organize multiple tasks, clients, and deadlines.
* A description of how you protect confidential client and business information.
* Your current internet speed and computer specifications.
* Confirmation that you can work from 8:00 AM to 4:00 PM Eastern Time, Monday through Friday.
* Confirmation that you are willing to participate in a virtual interview with structured questions and a practical skills demonstration.
* Please include the phrase **“Real Estate Assistant”** in the subject line of your application.

Applications without relevant real estate experience may not be considered.

Who We Are
Engageify Marketing is a full-service marketing team that helps businesses generate leads, strengthen their brand, and grow through connected marketing systems.We bring together strategy, paid advertising, funnels, CRM, automation, content, creative, and performance tracking so every part of the customer journey works together.We value people who take ownership, think creatively, communicate proactively, and care about doing great work. Our team combines creativity, technical skill, accountability, and continuous improvement to deliver meaningful results for our clients.

To learn more or to apply, contact our Executive Assistant and Recruiter Ellizah Palencia at ----------