Job Description
YOUR ROLE AS A REAL ESTATE EXECUTIVE ASSISTANT
We are seeking a highly experienced and detail-oriented Real Estate Virtual Assistant with comprehensive knowledge of the US real estate market. In this role, you will be an integral part of our real estate operations — managing complex transactions, overseeing escrow processes, and serving as a reliable point of coordination between all parties involved in a deal. You thrive in a fast-paced environment, are proactive in managing timelines, and take pride in delivering seamless real estate experiences from contract to close.
As a Real Estate Executive Assistant, you will be expected to perform the following:
Transaction Management
- Oversee end-to-end real estate transactions, ensuring all parties — buyers, sellers, agents, lenders, and title companies — are aligned and moving on schedule
- Monitor and manage transaction timelines, contingency deadlines, and closing dates with precision
- Prepare, review, and organize real estate contracts, purchase agreements, disclosures, and addenda
- Maintain accurate and up-to-date records in transaction management platforms such as Dotloop, Skyslope, or similar tools
- Flag potential issues early and proactively coordinate resolutions to keep deals on track
Escrow & Closing Coordination
- Coordinate directly with escrow officers and title companies to facilitate smooth and timely closings
- Prepare and track escrow instructions, earnest money deposits, closing disclosures, and settlement statements
- Ensure all required documentation is submitted accurately and within deadlines
- Follow up on outstanding items, signatures, and approvals throughout the escrow process
- Assist in post-closing tasks including file archiving and final documentation distribution
Listings & Market Research
- Create, manage, and update MLS listings with accurate property details, photos, and descriptions
- Conduct comparative market analysis (CMA) and provide relevant insights on US real estate market trends
- Research property data, neighborhood statistics, and competitive listings to support agents and brokers
- Monitor market activity and flag relevant changes that may impact ongoing or upcoming transactions
Client & Stakeholder Communication
- Serve as a professional point of contact for clients, agents, lenders, and other stakeholders throughout the transaction
- Draft and send regular transaction updates, follow-up emails, and status reports
- Schedule appointments, property showings, inspections, and walkthroughs
- Manage and maintain CRM platforms to ensure all contacts, notes, and communications are current
Administrative Support
- Provide day-to-day administrative support to real estate agents or brokerages
- Organize and maintain digital filing systems for all transaction and client documents
- Assist with social media content, email campaigns, or marketing materials as needed
- Track agent productivity, deal pipelines, and reporting dashboards
As a minimum, we expect candidates to meet the following requirements:
- Minimum 2-3 years of experience as a Real Estate VA, Transaction Coordinator, or in a similar real estate operations role
- Deep and demonstrated knowledge of the US real estate market, terminology, and transaction processes
- Proven hands-on experience managing escrow transactions and coordinating real estate closings
- Proficiency with real estate platforms such as MLS, Dotloop, Skyslope, Zipforms, or equivalent tools
- Strong working knowledge of CRM platforms (e.g., Follow Up Boss, Salesforce, HubSpot) and Google Workspace / Microsoft 365
- Exceptional attention to detail, organizational skills, and the ability to manage multiple transactions simultaneously
- Excellent written and verbal English communication skills — able to correspond professionally with US-based clients and stakeholders
- Highly self-motivated and capable of working independently in a fully remote setup, aligned with US time zones
Nice to Have
- Direct experience supporting US-based real estate agents, teams, or brokerages
- Background in title, escrow, or mortgage processing
- Familiarity with state-specific real estate laws, disclosures, and compliance requirements
- Experience with real estate marketing tools, IDX platforms, or property management software
- Knowledge of investment properties, short sales, or REO transactions
At MySigrid, we aim to ensure the professional and personal growth of all our employees:
Two weeks of paid training.
Vacation leave and Sick leave credits.
HMO Package for the employee and two dependents.
Reimbursable internet charges.
Comprehensive training and continuous learning advantages.
Opportunity to contribute to new technology and help develop a high-end system that assists humans by optimizing their work processes.
High importance to work-life balance with the opportunity to work from home part of the week.
Opportunity to venture into other areas of the business as you continue to contribute to the growth of the company.
Be part of a dynamic team of specialists who openly and willingly share their knowledge with their colleagues.
Work in a corporate culture that encourages collaboration, with an emphasis on our core values: Integrity, Passion, Teamwork and Respect, Proactiveness, Accountability, and Determination.
Co-Working days
MySigrid has co-working offices in BGC, Ortigas, and Makati where the whole team meets once a month at a minimum.
