Real Estate Virtual Assistant

Role Overview

We are a high-performing real estate team based in San Jose, California, serving a sophisticated residential market where precision, follow-through, and client experience matter. We are seeking an experienced Real Estate Virtual Assistant to act as the operational backbone of the business.

This role is responsible for end-to-end listing coordination, marketing execution, transaction

support, and administrative systems management, ensuring that listings launch on time,

transactions stay on track, and clients experience a seamless, professional process from start to

finish. The position requires strong project-management skills, attention to detail, and the ability

to proactively manage multiple workflows while coordinating with local on-the-ground support in the U.S.

This is not a task-only VA role. The ideal candidate thinks in systems, anticipates next steps,

and owns outcomes—not just to-do lists.

Core Responsibilities

1. Administrative & Business Operations

● Own inbox triage and calendar management

● Schedule all appointments, inspections, photography, and meetings

● Maintain CRM accuracy: data entry, tagging, segmentation, notes

● Build and manage checklists for listings, escrows, and repeat processes

● Track deadlines, contingencies, and escrow milestones

● Manage DocuSign, disclosures, and compliance files

● Perform transaction coordination for buyer and seller transactions

● Track expenses, invoices, and receipts

● Create and maintain SOPs and internal documentation

● Prepare weekly status reports and priority summaries for the agent

Outcome: The agent never wonders “What’s outstanding?”

2. Listing Management (Pre-Market → Live → Close)

● Coordinate all pre-listing activities remotely

● Order inspections, staging consults, photography, video, drone

● Gather and organize seller disclosures

● Enter and update MLS listings accurately

● Draft MLS descriptions and marketing copy for agent approval

● Build property websites and upload all media

● Proof all marketing materials before release

● Manage showing instructions and feedback

● Prepare neighborhood stats, disclosures packets, and pricing docs

● Track listing timelines and ensure deadlines are hit

Outcome: Listings launch clean, on time, and professionally—every time.

3. Marketing Execution & Brand Support

● Create, schedule and publish social media posts across all channels

● Write marketing captions and copy

● Create graphics and marketing assets using tools like AI, Canva, and Adobe

● Using Opusclip, edit videos and upload to all platforms like YouTube and other social channels

● Format and send email newsletters and market updates

● Coordinate print materials and farming mailers

● Maintain website updates and blog posts

● Manage Google Business profile updates

● Request, track, and post client reviews

● Track basic marketing performance metrics

Outcome: Consistent marketing presence without agent micromanagement.

4. Client, Lead & Sphere Support

● Handle inbound leads (Zillow, Realtor.com, website, referrals)

● Pre-qualify leads via email/text and schedule consults

● Prepare CMAs and buyer/seller packets for review

● Draft follow-up emails after client meetings

● Manage client touchpoints (birthdays, anniversaries, home value updates)

● Coordinate closing gifts (ordering, shipping, timing)

● Prepare buyer tour itineraries and moving checklists

● Track referrals and follow-up timelines

Outcome: Clients feel cared for. Leads don’t fall through cracks.

5. Open House & Field Coordination (Remote Side Only)

● Coordinate open house scheduling

● Prepare open house marketing materials

● Assign and schedule local runner or open house host

● Collect sign-in data and enter into CRM

● Execute follow-up campaigns after open houses

Outcome: Open houses generate value, not just foot traffic.

6. Strategic & Reporting Support

● Maintain pipeline dashboards and deal tracking

● Track KPIs and production metrics

● Monitor listing inventory and market activity

● Research competitors and comparable listings

● Assist with listing presentations and pricing strategy docs

● Research tools, vendors, and tech platforms

● Act as project manager across all active deals

Outcome: The agent has visibility and leverage—without doing the work.

• Own listing coordination from pre-market through close
• Execute and manage listing and brand marketing assets
• Support transaction timelines, documentation, and compliance
• Maintain CRM accuracy and client follow-up workflows
• Coordinate schedules, vendors, and local field support remotely
• Provide reporting, pipeline visibility, and operational structure

• Fluent or near-fluent in English (Spanish bilingual a plus)
• College-educated or equivalent professional experience
• Experienced in real estate operations, transaction coordination, marketing support, or executive operations
• Comfortable working independently and managing multiple projects
• Proactive, detail-oriented, and systems-driven
• Highly organized, detail-oriented, proactive
• Comfortable managing multiple projects simultaneously
• Experienced with:

• Works US business hours or overlapping core hours
• Communicates clearly and proactively
• Flags issues early (no hiding mistakes)
• Owns outcomes, not just tasks
• Comfortable enforcing deadlines with vendors and runners

• (Important for alignment)
• No in-person tasks
• No showing homes
• No open house hosting
• No driving, errands, or lockboxes
• No personal assistant work unrelated to the business

• Listings launch without agent stress
• Agent calendar is clean and intentional
• No missed deadlines
• CRM stays accurate without reminders
• Agent spends more time on:

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM