Virtual Assistant – CRM Management & Real Estate Transaction Coordinator

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TYPE OF WORK

Part Time

SALARY

500 Month / 8 Per hour

HOURS PER WEEK

15

DATE UPDATED

Sep 4, 2026

JOB OVERVIEW

Position Overview

Stevenson Management Group and SMG Realty are seeking an organized, dependable and detail-oriented Virtual Assistant to manage our Brivity and Jobber CRM systems while providing administrative transaction-coordination support for real-estate closings.

This person will help organize our databases, maintain consistent client follow-up, identify opportunities within our existing relationships and manage the administrative details of real-estate transactions from contract through closing.

The ideal candidate is proactive, highly organized and able to manage deadlines without constant supervision. Experience supporting North Carolina real-estate transactions is strongly preferred.

Primary Responsibilities
Brivity CRM Management
Organize buyer, seller, past-client, sphere and referral records
Assign appropriate stages, categories and tags
Maintain accurate notes and contact information
Ensure active prospects have a scheduled next action
Create 30-, 60- and 90-day opportunity lists
Prepare weekly prospect and client follow-up lists
Track lead sources and movement through the sales pipeline
Identify property-care clients with potential real-estate needs
Maintain post-closing follow-up plans for past clients

Jobber CRM Management
Maintain accurate client, property and service records
Confirm contact information, service addresses and billing information
Categorize clients by service type and frequency
Enter new leads within 24 hours
Accurately track lead sources
Monitor open requests, pending quotes and follow-up needs
Flag possible lawn, pool, cleanup and enhancement opportunities
Identify property-service clients who may be buying or selling real estate
Prepare reports on estimates, follow-ups and database opportunities

Database Organization
Review both CRM systems for duplicate or incomplete contacts
Standardize names, addresses, phone numbers and email addresses
Apply consistent tags and contact categories
Cross-reference appropriate contacts between Brivity and Jobber
Maintain separation between real-estate and property-service information
Present questionable records for review before deleting or archiving them
Help develop written procedures for ongoing database maintenance

Transaction Coordinator Responsibilities

Contract-to-Closing Support
Create a transaction file immediately after receiving a signed contract
Enter all important dates and deadlines into the appropriate system
Maintain a transaction checklist from contract through closing
Confirm that required documents are complete and properly organized
Distribute executed documents to the appropriate authorized parties
Coordinate administrative communication among clients, attorneys, lenders, inspectors and cooperating agents
Track due-diligence, earnest-money, inspection, appraisal, financing and closing deadlines
Schedule inspections, walkthroughs and other appointments when directed
Follow up for missing documents, signatures and status updates
Maintain accurate notes and copies of transaction communications
Provide Kyle with regular transaction status reports
Help coordinate utility, property-service and post-closing reminders
Confirm completion of required administrative steps before closing
Organize and archive the completed transaction file

Listing Support
Create listing checklists and digital files
Collect property details and required documents
Track photography, measurements, signs, marketing materials and showing instructions
Maintain seller communication schedules
Organize showing feedback for Kyle’s review
Monitor listing-related deadlines
Assist with price-change and status-change paperwork as directed
Coordinate administrative steps associated with offers and ratified contracts

Buyer Support
Create buyer files and maintain required documentation
Track agency agreements and related administrative deadlines
Organize property and showing information
Prepare administrative documents for Kyle’s review
Maintain inspection, lender, attorney and closing contact information
Coordinate administrative reminders throughout the purchase process
Prepare closing and post-closing checklists

Administrative Support
Draft routine emails and text messages for approval
Maintain task lists and follow-up reminders
Update spreadsheets, trackers and reports
Organize incoming customer requests
Document recurring procedures
Protect confidential client and company information
Assist with other administrative duties as assigned

Weekly Reporting

The selected candidate will provide a concise report showing:

New leads entered
Records updated or corrected
Contacts requiring follow-up
Prospects without a scheduled next action
Jobber quotes awaiting follow-up
Real-estate opportunities identified from Jobber
Property-service opportunities identified from Brivity
Active transactions and upcoming deadlines
Missing documents or signatures
Items requiring Kyle’s decision or direct communication

Required Qualifications
Previous real-estate administrative or transaction-coordination experience
Strong knowledge of contract-to-closing workflows
Exceptional attention to detail and deadline management
Experience using CRM or transaction-management software
Excellent written and verbal English
Professional client communication
Proficiency with spreadsheets, digital documents and cloud-based systems
Ability to manage confidential information
Reliable internet access
Ability to work independently and provide consistent updates

SKILL REQUIREMENT
CRM Brivity Transaction Coordinating
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