Virtual Assistant – CRM & Database Management (Real Estate)

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: TYPE OF WORK

Full Time

: SALARY

$850.00 per month

: HOURS PER WEEK

35

: DATE UPDATED

Mar 17, 2026

JOB OVERVIEW

Position Overview
We are seeking a highly organised and detail-oriented Virtual Assistant to manage and maintain our CRM system (LockedOn) within a fast-paced real estate environment. In this role, you will be working directly with one agent, managing and optimising their personal database to support prospecting, marketing, and sales performance.

This is not a basic data entry role. This is a personal, high-trust position where you will work very closely with the agent, becoming an extension of their business and playing a key role in driving results.

Key Responsibilities

CRM & Database Management

Maintain and update all client records within LockedOn CRM

Ensure all contacts are correctly categorised (buyers, sellers, landlords, investors)

Tag and segment database (hot, warm, cold leads)

Clean and organise database to ensure accuracy and usability

Call List & Prospecting Support

Create daily and weekly call lists (hit lists) for prospecting

Identify priority contacts such as past appraisals, warm leads, and follow-ups

Prepare structured lists aligned with prospecting goals (e.g. Magic 75)

Communication & Campaign Support

Send bulk emails to database (newsletters, updates, campaigns)

Send SMS campaigns and individual follow-up text messages

Upload and distribute marketing materials to the database

Ensure all communications are logged within the CRM

Contact Updates & Follow-Ups

Update notes after calls and interactions (based on agent input)

Set and manage follow-up reminders and tasks

Track client activity and ensure no leads are missed

Data Processing & Lead Management

Input new leads into CRM promptly and accurately

Manage buyer matching processes and update buyer requirements

Assist in preparing database segments for new listings and campaigns

Skills & Experience Required

Experience using CRM systems (LockedOn experience highly preferred)

Strong attention to detail and data accuracy

Excellent organisational and time management skills

Ability to follow structured processes and systems

Strong written communication skills (for emails and SMS)

Real estate experience is highly desirable

Key Attributes

Proactive and reliable

High level of accountability

Able to work independently and meet deadlines

Strong communication skills and ability to work closely with an agent

Strong understanding of confidentiality and data handling

What Success Looks Like in This Role

A clean, well-organised and segmented CRM

Consistent and effective communication with the database

Daily call lists prepared and aligned with business goals

No missed follow-ups or lost opportunities

Strong alignment with the agent’s workflow and prospecting strategy

Additional Notes

You will be working closely with one agent, becoming an integral part of their day-to-day operations. This is a hands-on, collaborative role where your contribution will directly impact listings, client relationships, and overall performance.

SKILL REQUIREMENT

CRM Real Estate Marketing

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Virtual Assistant – CRM & Database Management (Real Estate)

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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