Real Estate Operations Virtual Assistant (GoHighLevel + Transaction Coordination + Executive Support)

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: TYPE OF WORK

Full Time

: SALARY

1500.00

: HOURS PER WEEK

40

: DATE UPDATED

Jul 29, 2026

JOB OVERVIEW

We are looking for a highly experienced Real Estate Operations Virtual Assistant to become the Chief of Organization for a top-producing U.S. real estate agent.

This is not an entry-level position.Previous U.S. real estate experience is REQUIRED. Applications without real estate experience will not be considered.

Georgia real estate experience or Coldwell banker experience is a plus but not a requirement.
We need someone who understands real estate, thrives on organization, and can ensure that no lead, client, transaction, or opportunity ever falls through the cracks.

If you love systems, CRMs, transaction coordination, follow-up, and keeping a busy real estate business running smoothly, we'd love to meet you.
What You'll Do
1. CRM & Database Management (Top Priority)

Build and maintain GoHighLevel as the central hub of the business.

Responsibilities include:

Importing and organizing contacts
Cleaning duplicate records
Verifying emails and phone numbers
Tagging and segmenting contacts
Creating pipelines and stages
Building custom fields
Updating contact records
Creating Smart Lists
Building automations and workflows
Monitoring automation failures
Maintaining database accuracy daily

Our long-term goal is for every contact the business has ever met to live inside one organized CRM.

2. Lead Management

No lead should ever go unanswered.

You'll manage and organize leads from:

Instagram

Facebook
TikTok
LinkedIn

Email
Phone calls
Text messages
Website forms
GoHighLevel
Referral partners
Speaking inquiries
Podcast invitations
Brand collaborations

Responsibilities include:

Responding promptly
Categorizing leads
Assigning pipeline stages
Scheduling follow-up
Creating tasks
Updating CRM
Ensuring every opportunity is tracked
3. Transaction Coordination

Once a client is under contract, you'll help coordinate the transaction from contract to close.

Responsibilities include:

Contract management
Listing paperwork
Buyer paperwork
Deadline tracking
Inspection scheduling
Lender communication
Attorney communication
MLS updates
Repair tracking
Earnest money tracking
Closing coordination
Utility reminders
Post-closing follow-up
Client gift coordination

Previous transaction coordination experience is highly preferred.

4. Executive Calendar Management

You'll own the executive calendar and ensure every appointment is organized and prepared.

Responsibilities include:

Client appointments
Listing consultations
Buyer consultations
Speaking engagements
Podcast interviews
Time blocking
Meeting preparation
Follow-up reminders

5. Client Relationship Management

Help create an unforgettable client experience by managing relationship touchpoints such as:

Birthday reminders
Closing gifts
House anniversaries
Holiday gifts
Sympathy gifts
Baby gifts
Client appreciation events
Referral follow-up
VIP client organization
Personal notes and outreach

Previous U.S. real estate experience is REQUIRED. Applications without real estate experience will not be considered.

SKILL REQUIREMENT

CRM Transaction Coordinating Client Relationship Management

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Real Estate Operations Virtual Assistant (GoHighLevel + Transaction Coordination + Executive Support)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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