EXECUTIVE RESIDENTIAL REAL ESTATE VIRTUAL ASSISTANT & TRANSACTION COORDINATOR

Build a Long-Term Career in Residential Real Estate

⭐ Are You More Than Just a Task-Doer?

We are looking for a highly organized, detail-oriented, proactive, and dependable Executive Residential Real Estate Virtual Assistant to become a trusted part of a growing residential real estate business.

This is not a position where you will simply receive a list of tasks and check them off.

We are looking for someone who naturally thinks:

“What needs to happen next?”

Someone who notices the missing detail, follows up before being reminded, researches a problem before escalating it, and takes ownership from beginning to completion.

If you are the type of person who takes pride in getting things right, enjoys staying organized, communicates proactively, and wants to grow within the real estate industry, this opportunity may be a great fit for you.

? ABOUT THE ROLE

As our Executive Residential Real Estate Virtual Assistant, you will work closely with the team and support multiple areas of a residential real estate business.

Your responsibilities may include:

Executive and administrative support
Residential real estate transactions
MLS and listing management
CRM and database management
Client and vendor communication
Lead management and follow-up
Marketing and social media
Calendar and schedule management
Research and business support
Event coordination
File and document management
General business operations

You will learn our systems, understand our processes, and gradually take greater ownership of recurring responsibilities.

The goal is not simply to complete tasks. The goal is to become someone the team can confidently rely on.

? WHAT YOU'LL BE RESPONSIBLE FOR
Executive & Administrative Support
Manage calendars, appointments, meetings, and schedules.
Assist with daily planning and prioritization.
Monitor deadlines, follow-ups, and outstanding tasks.
Prepare information, documents, and materials for meetings and appointments.
Conduct online research and gather information when requested.
Assist with travel planning, appointments, reservations, and other executive tasks.
Maintain organized digital files and folders in Google Drive.
Ensure important information is easy to locate and properly documented.
Handle confidential and sensitive information with professionalism and discretion.

? Residential Real Estate & Transaction Coordination
Support residential real estate transactions from contract through closing, including:

Tracking important dates, deadlines, contingencies, inspections, appraisals, financing, and settlement requirements.
Preparing, organizing, and reviewing contracts, disclosures, addenda, and other transaction documents.
Maintaining complete and organized transaction files.
Coordinating with buyers, sellers, agents, lenders, title and settlement companies, attorneys, inspectors, appraisers, vendors, and other professionals.
Following up on outstanding documents, signatures, payments, and transaction requirements.
Assisting with transaction management platforms such as SkySlope, Dotloop, or similar systems.
Helping ensure transaction-related tasks are completed accurately and on time.
Identifying missing information, inconsistencies, or potential issues and bringing them to the team's attention promptly.

Accuracy matters. Deadlines matter. Follow-through matters.

? MLS & Listing Support
Assist with preparing and maintaining residential property listings.
Enter and update listing information accurately in the MLS.
Review property information, pricing, dates, remarks, showing instructions, disclosures, and other required information.
Assist with listing status changes, photos, documents, and other MLS-related tasks.
Research comparable properties and market information when requested.
Assist with listing preparation and property marketing coordination.
Double-check MLS information before publishing or making changes.

? CRM, Database & Lead Management
Maintain accurate and organized contact records.
Enter and update leads, clients, prospects, vendors, and professional contacts.
Manage and update information in CRM systems such as Cloze, Monday, Referral Maker, or similar platforms.
Track lead activity, follow-ups, appointments, and important client information.
Assist with database cleanup and organization.
Help ensure important contacts and information are not overlooked.
Support lead follow-up and relationship management activities as directed.

? Client & Professional Communication
You will represent the business through your communication with clients and professionals.

Responsibilities include:

Communicating professionally with clients, agents, vendors, lenders, title companies, attorneys, and other real estate professionals.
Drafting and proofreading emails, correspondence, and other communications.
Providing timely updates regarding tasks, transactions, appointments, and outstanding items.
Following up professionally and persistently when information or action is needed.
Escalating issues appropriately while first making a reasonable effort to understand and research the problem.
Maintaining a warm, professional, and service-oriented communication style.

? Marketing & Social Media
Assist with email marketing and client communications.
Help create and organize social media content.
Assist with Canva graphics and basic video editing.
Schedule and publish social media content as directed.
Manage and monitor the owner's social media accounts.
Track engagement and maintain organized records of marketing activities.
Assist with marketing research, property-related content, and other promotional activities.

? Events & Business Development
Research venues, services, vendors, and event options.
Request and organize quotes and pricing information.
Assist with invitations, RSVPs, reminders, follow-ups, and event logistics.
Maintain organized event information and guest lists.
Assist with client appreciation events, networking events, and other business activities.

? RESEARCH & PROBLEM-SOLVING

We value people who think before they escalate.

You will be expected to:

Conduct online research to find accurate and relevant information.
Research solutions when encountering unfamiliar software, systems, or processes.
Compare options and organize information to support decision-making.
Make a reasonable effort to research or resolve routine issues independently.
Clearly communicate findings, recommendations, and potential concerns.

You don't need to know everything. You do need to know how to find answers.

? WHO WE'RE LOOKING FOR

The ideal candidate:

Has at least 3 years of experience supporting a residential real estate agent, broker, or real estate team.
Understands the basic residential real estate transaction process.
Has experience with transaction coordination, MLS, CRM, or real estate administrative work.
Is highly organized and naturally detail-oriented.
Understands the importance of deadlines.
Double-checks work before submitting it.
Takes ownership rather than waiting to be told what to do at every step.
Can identify what needs to happen next and follow through.
Communicates proactively rather than waiting to be asked for an update.
Can manage multiple priorities.
Can distinguish between urgent, important, and routine tasks.
Works independently while knowing when clarification is needed.
Is willing to research and learn before escalating a problem.
Has excellent written and spoken English.
Has strong grammar, spelling, proofreading, and professional communication skills.
Is comfortable handling confidential information.
Is dependable and consistent.
Learns new technology and software quickly.
Takes pride in producing accurate, polished, professional work.

✅ REQUIRED EXPERIENCE
3+ years of experience in a residential real estate support role.
Experience supporting a real estate agent, broker, or real estate team.
Strong understanding of administrative workflows and deadlines.
Excellent written and verbal English communication skills.
Strong attention to detail and proofreading ability.
Excellent organization and time management skills.
Ability to work independently and manage competing priorities.
Reliable high-speed internet connection.
Quiet and professional workspace.
Availability to work five days per week during agreed U.S. business hours, with occasional weekend availability when needed.

? PREFERRED EXPERIENCE

Experience with one or more of the following is a plus:

Bright MLS or another MLS platform
SkySlope
Dotloop
Cloze
----------
Referral Maker
Google Workspace
Canva
Zoom
Microsoft Office
Social media management platforms
Transaction coordination systems
Real estate CRM systems

Don't know every system listed above? That's okay.

We value someone who can learn new systems quickly more than someone who simply knows a long list of software.

? WHAT SUCCESS LOOKS LIKE

You will be successful in this role when you:

✓ Complete work accurately with minimal errors.
✓ Review and double-check your work before submitting it.
✓ Keep tasks, deadlines, and follow-ups organized.
✓ Take ownership from beginning to completion.
✓ Follow through without needing repeated reminders.
✓ Keep Karl and the team informed of progress.
✓ Communicate potential problems before they become bigger problems.
✓ Research solutions before escalating routine issues.
✓ Ask thoughtful questions when clarification is genuinely needed.
✓ Learn our systems and processes quickly.
✓ Remember instructions and apply them consistently.
✓ Protect confidential information.
✓ Communicate professionally with clients and business partners.
✓ Stay calm and organized when priorities change.
✓ Look for ways to make processes more organized and efficient.
✓ Become increasingly independent as you learn the business.

? THE QUALITIES WE VALUE

Accuracy • Attention to Detail • Accountability • Reliability • Integrity • Honesty • Professionalism • Discretion • Organization • Initiative • Critical Thinking • Problem-Solving • Sound Judgment • Strong Work Ethic • Adaptability • Communication • Follow-Through • Continuous Learning • Teamwork

Most importantly:

We want someone we can trust.

Someone who pays attention to the details, does what they say they will do, communicates when something needs attention, and takes pride in the quality of their work.

? WHAT WE OFFER

This is an opportunity to grow with the business, not simply complete tasks remotely.

We offer:

? Competitive compensation based on experience and qualifications.
? Long-term opportunity with a growing residential real estate business.
? Access to professional real estate systems and technology.
? Comprehensive onboarding and training.
? Ongoing coaching and professional development.
? Supportive and collaborative working environment.
? Opportunity to take on additional responsibilities as your knowledge and experience grow.
? Opportunity for long-term professional growth within the business.
? HOW TO APPLY

If you believe you are the kind of person who would thrive in this role, we would love to learn more about you.

Please submit:

1. Resume
2. Cover Letter
3. 3 to 5-minute Video Introduction

? APPLICATION FORMATTING REQUIREMENTS

Please use Verdana font throughout your application documents.

Resume

Yellow font

Work Experience Section

Green font

Cover Letter

Red font

Please follow these instructions carefully.

Attention to detail starts with the application.

Failure to follow the formatting instructions may be considered part of our evaluation of your attention to detail.

? VIDEO INTRODUCTION

Please record a 3 to 5-minute video introduction.

In your video, please tell us:

About your professional background.
About your residential real estate experience.
The types of real estate tasks and transactions you have supported.
The software and systems you have experience using.
Why you are interested in this position.
What interests you about working in an executive-level real estate support role.
Based on this job description, how confident are you that you can successfully perform the role?
What do you believe would make you a great fit for our team?

Important:

Please record your video in one continuous take without reading from a script.

We are looking for:

Authenticity. Professionalism. Confidence. Clear communication. Natural conversation.

We want to get a sense of who you are, not how well you can read a prepared script.

? ATTENTION-TO-DETAIL EXERCISE

This is an important part of our application process.

Please carefully review this entire job posting.

If you identify any:

Grammatical errors
Spelling errors
Formatting issues
Inconsistencies
Content errors

please identify them in your cover letter.

For each issue, please explain:

1. What you found
2. Where you found it
3. What you believe the correction should be

Why are we asking you to do this?

Because attention to detail is critical in residential real estate.

We want to see whether you can slow down, read carefully, identify inconsistencies, think critically, and communicate corrections professionally.

Do not assume everything in this job posting is perfect.

And importantly:

Please do not use AI or another person to complete this portion of the application.

We want to evaluate your own attention to detail, judgment, and ability to identify issues.

❤️ THIS COULD BE THE RIGHT OPPORTUNITY FOR YOU IF...

You are looking for more than a task-based VA position.

You want to:

Build a long-term career in residential real estate.
Become a trusted member of a professional team.
Take ownership of your responsibilities.
Develop your real estate knowledge and skills.
Work with professional systems and processes.
Grow into greater responsibility over time.
Take pride in doing high-quality work.

We are looking for someone who is dependable, organized, proactive, accountable, detail-oriented, and genuinely interested in building a long-term professional relationship.

If that sounds like you, we would love to hear from you.

We look forward to getting to know you.


KARL & LUCY