Job Description
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Title: CPT-11465 Real Estate Executive & Transaction Support Virtual Assistant
Independent Contractor – CPT-11465 Real Estate Executive & Transaction Support Virtual Assistant/Business Support VA/Senior Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
A North Carolina Realtor is seeking an experienced Real Estate Virtual Assistant to serve as a versatile back-office and executive support resource across her real estate business.
The VA will support CRM and database management, transaction and listing coordination, lead and client follow-up, calendar and inbox management, document organization, and recurring administrative workflows.
This is not intended to be an entry-level real estate position. The client specifically wants someone with previous U.S. real estate experience who already understands real estate terminology, transaction workflows, and CRM management and can become increasingly independent after learning her specific systems and processes.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Transaction & Listing Coordination
- Support buyer and seller transactions from beginning through closing
- Prepare, organize, and maintain transaction documentation
- Coordinate required signatures, disclosures, and supporting documents
- Assist with listing entry and MLS-related administration
- Upload property information, photos, and listing materials as needed
- Track transaction deadlines and outstanding requirements
- Coordinate inspections, vendors, appointments, and other transaction activities
CRM, Lead & Client Support
- Maintain and organize the client’s CRM and real estate database
- Update lead and client records, notes, statuses, and follow-up requirements
- Conduct routine lead and client follow-up
- Assist with appointment setting and confirmations
- Maintain organized follow-up workflows and ensure opportunities do not fall through the cracks
- Support the transition or organization of CRM systems as needed
Executive & Administrative Support
- Manage and organize inbox and calendar activity
- Track recurring tasks, deadlines, appointments, and priorities
- Proactively remind the client of outstanding items and required actions
- Follow up with the client when information or approvals are needed
- Identify missing information or errors rather than waiting for instruction
- Maintain organized documents, files, checklists, and recurring workflows
- Follow the client’s established SOPs and systems
Light Marketing Administration (Secondary)
- Schedule and publish client-provided social media content
- Assist with basic email campaign administration
- Maintain marketing calendars and scheduled activities
- Organize marketing materials and assets
- Support administrative marketing tasks without owning content strategy or creation
Proactive Support & Managing Up
- Act as an additional layer of accountability for the client.
- Remind the client about important deadlines, appointments, and outstanding responsibilities.
- Follow up when requested information or approvals have not been provided.
- Flag scheduling conflicts or competing priorities before they become problems.
- Identify tasks that are falling behind and proactively bring them forward.
- Ask appropriate questions when clarification is genuinely needed rather than making assumptions.
- Recommend practical next steps when an issue is identified.
- Present problems clearly along with relevant information needed for the client to make a decision.
- Take ownership of routine processes once trained.
- Anticipate recurring needs based on established workflows and past patterns.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Strong hands-on experience in U.S. residential real estate required.
- Senior-level experience preferred.
- Strong property management candidates with transferable U.S. real estate experience may also be considered.
- Transaction coordination experience strongly preferred.
- Listing coordination and MLS experience strongly preferred.
- Real estate CRM/database management experience required.
- Experience supporting buyer and seller transactions preferred.
- Executive assistant or high-level administrative support experience preferred.
- Lead and client follow-up experience required.
- Strong written and verbal English communication.
- Strong organizational, project-management, and follow-through skills.
- Ability to manage multiple priorities and deadlines.
- Demonstrated ability to work independently after training.
- Strong attention to detail and accuracy.
- Ability to follow established SOPs while also identifying opportunities to improve workflows.
- Ability to proactively communicate issues, missing information, and upcoming deadlines.
IDEAL CANDIDATE PROFILE
- Highly organized, structured, and process-oriented
- Previous hands-on U.S. residential real estate experience
- Proactive rather than task-dependent
- Comfortable reminding and respectfully pushing the client when action is required
- Able to identify missing information, errors, or follow-ups independently
- Strong CRM and database-management skills
- Excellent attention to detail
- Comfortable supporting multiple areas of a real estate business
- Interested in becoming a dedicated, long-term back-office resource
APPLICATION SOFTWARE KNOWLEDGE / REQUIRED
- Lone Wolf
- Keller Williams Command – Familiarity Preferred
- MLS Platforms
- Real Estate Transaction Management Systems
- LastPass
- Microsoft Office
- Google Workspace
- Social Media Scheduling Tools
Work Schedule
- Contracted Hours per Week: 20 Hours
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: Flexible EST Business Hours – TBD
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Real Estate VA
- REQUESTED EXPERIENCE TIER LEVEL: Senior Level
- Contracted Hours per Week: 20 hours/week
- Daily Working Time: Flexible EST Business Hours – TBD
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: Female
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Level A-B (Native or near native English accent required)
- REGION PREFERENCES: Any
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
