Real Estate Executive – Transaction Support Virtual Assistant

This is a fully remote position, open to applicants in North Carolina.

📋 Description

• Facilitate buyer and seller transactions from initiation to closing.

• Prepare, organize, and maintain all transaction-related documentation.

• Coordinate necessary signatures, disclosures, and accompanying documents.

• Assist with listing entries and manage MLS-related administration.

• Upload property details, photographs, and listing materials as required.

• Monitor transaction deadlines and outstanding requirements.

• Arrange inspections, vendors, appointments, and other transaction-related activities.

• Maintain and organize the client's CRM and real estate database.

• Update lead and client records, including notes, statuses, and follow-up requirements.

• Conduct regular follow-ups with leads and clients.

• Assist with setting and confirming appointments.

• Maintain structured follow-up workflows to ensure no opportunities are overlooked.

• Support the transition or organization of the CRM system as needed.

• Manage and organize inbox and calendar activities.

• Track recurring tasks, deadlines, appointments, and priorities.

• Proactively remind clients of outstanding items and necessary actions.

• Follow up with clients when information or approvals are required.

• Identify missing information or errors instead of waiting for guidance.

• Maintain organized documents, files, checklists, and recurring workflows.

• Adhere to the client's established SOPs and systems.

• Schedule and publish social media content provided by the client.

• Assist with basic administration of email campaigns.

• Maintain marketing calendars and scheduled activities.

• Organize marketing materials and assets.

• Serve as an additional layer of accountability for the client.

• Highlight any scheduling conflicts or competing priorities.

• Identify tasks that are falling behind and proactively bring them to attention.

• Suggest practical next steps when issues arise.

• Clearly present problems with relevant decision-making information.

• Take ownership of routine processes once adequately trained.

• Anticipate recurring needs based on established workflows and historical patterns.

⛳️ Requirements

• Strong hands-on experience in U.S. residential real estate is required.

• Senior-level experience is preferred.

• Candidates with strong property management backgrounds and transferable U.S. real estate experience may also be considered.

• Transaction coordination experience is strongly preferred.

• Listing coordination and MLS experience are strongly preferred.

• Experience in real estate CRM/database management is required.

• Experience in supporting buyer and seller transactions is preferred.

• Executive assistant or high-level administrative support experience is preferred.

• Lead and client follow-up experience is required.

• Strong written and verbal communication skills in English.

• Excellent organizational, project management, and follow-through skills.

• Ability to manage multiple priorities and meet deadlines.

• Proven capability to work independently after training.

• Strong attention to detail and accuracy is essential.

• Ability to follow established SOPs while also identifying opportunities for workflow improvements.

• Ability to proactively communicate issues, missing information, and approaching deadlines.

• Familiarity with Lone Wolf Keller Williams Command is preferred.

• Knowledge of MLS platforms is required.

• Understanding of Real Estate Transaction Management Systems is required.

• Proficiency in LastPass is required.

• Knowledge of Microsoft Office is required.

• Familiarity with Google Workspace is required.

• Experience with social media scheduling tools is required.

• A native or near-native English accent is required.

• Availability for 20 contracted hours per week, Monday through Friday, during flexible EST business hours.

• Engagement as an independent contractor under a Master Services Agreement and Statement of Work.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• A variety of open roles are available.

• Opportunities for free training and upskilling.

• Ongoing support and guidance.

• A vibrant community that is always ready to assist you.