Assist World
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.
The Real Estate Virtual Assistant will:
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
Ideal Candidate Profile
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:
CRMs
Google Workspace apps
Canva
DocuSign
AI Systems
Real estate workflows (strongly preferred)
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
What This Role Does NOT Do
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
Success Metrics (How You’ll Know This Is Working)
Listings launch without agent stress
Agent calendar is clean and intentional
No missed deadlines
CRM stays accurate without reminders
Agent spends more time on:
Pricing
Clients
Relationships
Strategy
$1,100 - $1,100 a month
Works US business hours or overlapping core hour
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
#J-18808-Ljbffr
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.
The Real Estate Virtual Assistant will:
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
Ideal Candidate Profile
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:
CRMs
Google Workspace apps
Canva
DocuSign
AI Systems
Real estate workflows (strongly preferred)
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
What This Role Does NOT Do
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
Success Metrics (How You’ll Know This Is Working)
Listings launch without agent stress
Agent calendar is clean and intentional
No missed deadlines
CRM stays accurate without reminders
Agent spends more time on:
Pricing
Clients
Relationships
Strategy
$1,100 - $1,100 a month
Works US business hours or overlapping core hour
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
#J-18808-Ljbffr