Position Overview:

• We are seeking a full-time Virtual Administrative Assistant to provide critical support in managing real estate transactions and daily administrative operations. This role is ideal for an individual who is detail-oriented, proactive, and has strong organizational and communication skills.
• As a Virtual Assistant, you will be responsible for managing administrative tasks and providing real estate transaction support to ensure smooth operations of property sales and related activities.
• You will play an essential role in supporting our team’s back-office functions, ensuring that our clients and projects run efficiently and professionally. This is a dynamic role with a mix of real estate-specific tasks and general administrative duties, with a strong emphasis on organization and time management.

Key Responsibilities:

• Real Estate Transaction Coordination & Administrative Support:
• Customer Interaction: Take calls from prospective clients to discuss our services and schedule appointments. Follow up with clients after appointments to gather feedback and continue relationship-building.
• Transaction Management: Guide clients through the process of selling their property, ensuring seamless communication from contract signing to closing day. Coordinate with clients, attorneys, brokers, and other parties via phone and email.
• Document Management: Prepare real estate documents (e.g., contracts, disclosures), send out final versions via DocuSign, and ensure all documentation is signed, filed, and recorded accurately in Dropbox.
• Salesforce Management: Record purchase and sale contracts, closings, and property status updates in Salesforce. Maintain project trackers and ensure all data is accurate and up to date.
• Utility Setup & Property Management: Coordinate property inspection services, utility setups, lawn care, dumpster rentals, and other tasks related to property rehabs. Oversee property management tasks for rental properties.
• Customer Follow-Up: Make follow-up calls to clients to ensure excellent service, address questions, and maintain strong relationships.
• Process Improvement: Proactively identify areas where workflows can be improved and suggest solutions to enhance efficiency.
• Administrative Support & Virtual Assistant Tasks:
• Email Management: Sort, organize, and manage emails efficiently, ensuring responses are sent within one hour during U.S. business hours (8 AM – 5 PM). Respond to all emails and queries promptly and professionally.
• Task Management: Manage and complete task lists with minimal supervision. Prioritize tasks and ensure they are completed within the required time frame.
• Document and File Organization: Maintain digital filing systems (Dropbox, Google Sheets/Excel) and project dashboards, ensuring everything is organized and easily accessible for the team.
• Event and Meeting Support: Organize agendas, communications, and logistical details for team meetings, company events, and celebrations.
• Invoice & Receipt Management: Process and track invoices and receipts, ensuring they are entered into the bookkeeping system accurately and in a timely manner.
• Customer Relationship Management: Handle sensitive client information with care and maintain confidentiality. Follow up on client communications as needed, ensuring clear and empathetic communication.
• Saving Monthly Statements: Responsible for saving and organizing monthly statements, ensuring all financial records are accurately archived and easily accessible for bookkeeping and tax purposes.