Scale Virtually VA

Real Estate Executive Assistant

Scale Virtually VA

full-time

Posted on:

Location Type: Remote

Location: Philippines

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About the role

  • Provide high-level administrative, sales coordination, and operational support to a hotel brokerage firm
  • Reduce workload by handling lead intake, CRM updates, document preparation, client follow-ups
  • Assist with listing onboarding, CRM accuracy, marketing material preparation, e-signature workflows
  • Monitor the business inbox for ~50 daily leads and inquiries
  • Enter new leads into the CRM or update existing profiles
  • Validate lead details (name, phone, email) and merge or correct profiles as needed
  • Prepare, update, and organize sales coordination documents
  • Assist with post-sales coordination by assembling closing packages, uploading required documents
  • Create agent reminders with correct property codes, dates, and assignments
  • Maintain organized Google Drive files
  • Assist in preparing marketing materials by updating templates
  • Maintain confidentiality and ensure sensitive financial and legal documents are stored only in restricted-access areas
  • Reduce the client's administrative load by managing repetitive tasks, data entry, file organization

Requirements

  • Real Estate or Brokerage Support Experience (Preferred)
  • Knowledge of real estate transactional flow, preferably commercial or hotel brokerage.
  • Experience reviewing agreements, coordinating signatures, or managing client documentation.
  • CRM & Lead Management Proficiency
  • Ability to manage large lead volumes, maintain accurate databases, duplicate-check, and tag contacts correctly.
  • Experience updating campaigns, reminders, and data structures.
  • Detail-Oriented Administrative Skills
  • Ability to handle sensitive documents, follow strict naming conventions, and maintain multi-level Drive folder permissions.
  • Skilled in formatting templates, proofreading documents, and managing complex workflows.
  • Communication & Client Interaction
  • Strong written communication for sending templates, follow-ups, and professional emails.
  • Ability to escalate key messages promptly and clearly.
  • Technical Skills
  • Google Workspace (Docs, Sheets, Drive, Gmail, e-signature tools).
  • Custom CRM navigation (training provided).
  • WhatsApp for urgent team communication.
  • Asana or similar task-tracking tools.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
CRM proficiencylead managementdocument preparationdata entrytemplate formattingproofreadingworkflow managementreal estate transactional flowclient documentation managementduplicate-checking
Soft Skills
detail-orientedstrong written communicationclient interactionconfidentialityorganizational skillsescalation of messagesadministrative supportsales coordinationtask managementtime management