Full-Time Virtual Real Estate Administrative Assistant
Budget: $250 – $750 USD
I am looking for a highly organized, proactive, and detail-oriented full-time Virtual Real Estate Administrative Assistant to support a growing commercial and residential real estate business focused on the Maryland, Washington, D.C., and DMV market.
This is a full-time remote position. The assistant must be available to work Monday through Friday from 9:00 AM to 5:00 PM Eastern Time.
This role is ideal for someone who has experience supporting real estate agents, brokers, investors, property managers, executives, or sales professionals. I need someone who can help organize leads, manage follow-ups, coordinate documents, research properties, maintain spreadsheets, support marketing, manage calendars, and keep daily real estate operations running smoothly.
The main goal is to create structure, consistency, and accountability so I can spend more time on client relationships, business development, property tours, negotiations, and closing deals.
Work Schedule:
- Full-time position
- Monday through Friday
- 9:00 AM to 5:00 PM Eastern Time
- Must be available and responsive during U.S. business hours
- Long-term opportunity for the right person
Main Responsibilities
CRM, Lead, and Pipeline Management
- Maintain and update a CRM or lead tracker.
- Organize contacts, prospects, clients, brokers, landlords, investors, business owners, vendors, and referral partners.
- Track active leads, follow-ups, pending tasks, and next steps.
- Create daily and weekly pipeline summaries.
- Make sure important follow-ups are not missed.
- Help build a consistent follow-up system for new leads, past clients, referral partners, and active opportunities.
Real Estate Research
- Research commercial and residential properties based on specific client requirements.
- Prepare property comparison spreadsheets.
- Gather property details such as address, size, rent, pricing, zoning notes, parking, broker contact information, listing links, and availability.
- Research local businesses, property owners, landlords, investors, and potential prospects.
- Build organized lead lists for outreach.
- Research potential tenant, landlord, buyer, seller, and investor opportunities.
Administrative and Document Support
- Organize Google Drive folders and client files.
- Track documents that have been sent, signed, or are still pending.
- Help prepare client intake forms, checklists, and transaction folders.
- Maintain clean naming conventions for files and folders.
- Assist with document coordination, but not legal advice or licensed real estate activities.
- Keep transaction files organized and up to date.
Calendar and Tour Coordination
- Help schedule property tours, client calls, broker calls, vendor meetings, and follow-ups.
- Prepare calendar invitations with clear details.
- Confirm appointments and send reminders.
- Track post-tour feedback and next steps.
- Maintain a daily schedule and priority list.
Email and Communication Support
- Draft professional emails for review.
- Prepare follow-up messages to clients, brokers, landlords, property managers, vendors, and referral partners.
- Organize common email templates.
- Track pending responses and important communication items.
- Help keep communication organized, timely, and professional.
Marketing and Social Media Support
- Help organize and schedule real estate content.
- Assist with simple Canva graphics, social media posts, property highlights, and marketing materials.
- Maintain a content calendar.
- Repurpose long-form content into shorter posts for LinkedIn, Facebook, Instagram, and other platforms.
- Support email marketing and basic listing promotion tasks.
- Help organize listing photos, property descriptions, and marketing assets.
Daily and Weekly Reporting
The assistant will be expected to provide brief daily updates and a weekly report.
Daily updates should include:
- Tasks completed
- Pending items
- Follow-ups needed
- Urgent issues requiring attention
Weekly reports should include:
New leads added
- Follow-ups completed
- Follow-ups still pending
- Active client files
- Property searches in progress
- Broker responses received
- Upcoming meetings or tours
- Documents pending signature
- Marketing tasks completed
- Important issues that need attention
Required Skills
The ideal candidate must have:
Excellent written English
Strong attention to detail
Strong organizational skills
Experience with Google Workspace: Gmail, Google Drive, Google Docs, Google Sheets, and Google Calendar
Ability to manage spreadsheets and trackers
Ability to research people, companies, properties, and local businesses online
Ability to follow instructions carefully
Strong communication skills
Ability to manage multiple tasks at once
Ability to work independently during EST business hours
Ability to meet deadlines without constant reminders
Comfort using AI tools for drafting, organizing, summarizing, and research support
High level of confidentiality and professionalism
Preferred Skills
Experience with any of the following would be a plus:
- Real estate administrative support
- Commercial real estate
- Residential real estate
- CRM/Boldtrail systems
- Canva
- DocuSign or similar e-signature platforms
- MLS platforms
LoopNet, Crexi, CoStar, Reonomy, or other commercial real estate platforms
- LinkedIn research
- Lead generation
- Email marketing
- Social media scheduling
- Property comparison spreadsheets
- Transaction coordination
- Executive assistant support
Important Note
This is an administrative support role. The assistant will not negotiate real estate terms, provide legal advice, provide real estate advice, show properties, or perform licensed real estate activities. All client-facing materials, marketing content, and communications must be reviewed and approved before being sent or published.
Confidentiality is extremely important. The assistant will be expected to handle client information, business information, documents, and communications with professionalism and discretion.
Ideal Candidate
I am looking for someone who is:
- Reliable
- Organized
- Detail-oriented
- Proactive
- Professional
- Fast but accurate
- Comfortable with follow-up
- Good at creating structure
- Able to turn scattered information into clear systems
- Able to respectfully keep tasks moving without needing constant supervision
- Comfortable working full-time during Eastern Time business hours
Sample Daily Tasks
A typical day may include:
- Updating the CRM or lead tracker
- Researching new leads
- Following up on pending property inquiries
- Organizing client folders
- Drafting email responses for review
- Scheduling calls or property tours
- Updating property comparison spreadsheets
- Managing the calendar
- Preparing client or broker follow-up notes
- Updating the social media content calendar
- Creating simple Canva graphics
- Preparing an end-of-day update
Hours and Availability
This is a full-time remote position.
Schedule: Monday through Friday
Hours: 9:00 AM to 5:00 PM Eastern Time
Estimated weekly hours: 40 hours per week
Availability: Must be available, responsive, and actively working during the full scheduled shift.
To Apply
Please include the following in your proposal:
A short summary of your administrative, real estate, executive assistant, or sales support experience.
Examples of real estate, CRM, lead generation, or administrative work you have done.
Your experience with Google Sheets, Google Drive, Canva, CRM systems, and real estate platforms.
A sample spreadsheet, tracker, workflow, or organized system you have created, if available.
Your hourly rate or monthly full-time rate.
Confirmation that you can work Monday through Friday from 9:00 AM to 5:00 PM Eastern Time.
Your answer to this question:
“Describe a time when you helped a busy professional become more organized, consistent, or productive. What system did you create, and what was the result?”
Please start your proposal with the phrase: “Full-Time Real Estate VA Support” so I know you read the full job post.
This is a full-time remote position. The assistant must be available to work Monday through Friday from 9:00 AM to 5:00 PM Eastern Time.
This role is ideal for someone who has experience supporting real estate agents, brokers, investors, property managers, executives, or sales professionals. I need someone who can help organize leads, manage follow-ups, coordinate documents, research properties, maintain spreadsheets, support marketing, manage calendars, and keep daily real estate operations running smoothly.
The main goal is to create structure, consistency, and accountability so I can spend more time on client relationships, business development, property tours, negotiations, and closing deals.
Work Schedule:
- Full-time position
- Monday through Friday
- 9:00 AM to 5:00 PM Eastern Time
- Must be available and responsive during U.S. business hours
- Long-term opportunity for the right person
Main Responsibilities
CRM, Lead, and Pipeline Management
- Maintain and update a CRM or lead tracker.
- Organize contacts, prospects, clients, brokers, landlords, investors, business owners, vendors, and referral partners.
- Track active leads, follow-ups, pending tasks, and next steps.
- Create daily and weekly pipeline summaries.
- Make sure important follow-ups are not missed.
- Help build a consistent follow-up system for new leads, past clients, referral partners, and active opportunities.
Real Estate Research
- Research commercial and residential properties based on specific client requirements.
- Prepare property comparison spreadsheets.
- Gather property details such as address, size, rent, pricing, zoning notes, parking, broker contact information, listing links, and availability.
- Research local businesses, property owners, landlords, investors, and potential prospects.
- Build organized lead lists for outreach.
- Research potential tenant, landlord, buyer, seller, and investor opportunities.
Administrative and Document Support
- Organize Google Drive folders and client files.
- Track documents that have been sent, signed, or are still pending.
- Help prepare client intake forms, checklists, and transaction folders.
- Maintain clean naming conventions for files and folders.
- Assist with document coordination, but not legal advice or licensed real estate activities.
- Keep transaction files organized and up to date.
Calendar and Tour Coordination
- Help schedule property tours, client calls, broker calls, vendor meetings, and follow-ups.
- Prepare calendar invitations with clear details.
- Confirm appointments and send reminders.
- Track post-tour feedback and next steps.
- Maintain a daily schedule and priority list.
Email and Communication Support
- Draft professional emails for review.
- Prepare follow-up messages to clients, brokers, landlords, property managers, vendors, and referral partners.
- Organize common email templates.
- Track pending responses and important communication items.
- Help keep communication organized, timely, and professional.
Marketing and Social Media Support
- Help organize and schedule real estate content.
- Assist with simple Canva graphics, social media posts, property highlights, and marketing materials.
- Maintain a content calendar.
- Repurpose long-form content into shorter posts for LinkedIn, Facebook, Instagram, and other platforms.
- Support email marketing and basic listing promotion tasks.
- Help organize listing photos, property descriptions, and marketing assets.
Daily and Weekly Reporting
The assistant will be expected to provide brief daily updates and a weekly report.
Daily updates should include:
- Tasks completed
- Pending items
- Follow-ups needed
- Urgent issues requiring attention
Weekly reports should include:
New leads added
- Follow-ups completed
- Follow-ups still pending
- Active client files
- Property searches in progress
- Broker responses received
- Upcoming meetings or tours
- Documents pending signature
- Marketing tasks completed
- Important issues that need attention
Required Skills
The ideal candidate must have:
Excellent written English
Strong attention to detail
Strong organizational skills
Experience with Google Workspace: Gmail, Google Drive, Google Docs, Google Sheets, and Google Calendar
Ability to manage spreadsheets and trackers
Ability to research people, companies, properties, and local businesses online
Ability to follow instructions carefully
Strong communication skills
Ability to manage multiple tasks at once
Ability to work independently during EST business hours
Ability to meet deadlines without constant reminders
Comfort using AI tools for drafting, organizing, summarizing, and research support
High level of confidentiality and professionalism
Preferred Skills
Experience with any of the following would be a plus:
- Real estate administrative support
- Commercial real estate
- Residential real estate
- CRM/Boldtrail systems
- Canva
- DocuSign or similar e-signature platforms
- MLS platforms
LoopNet, Crexi, CoStar, Reonomy, or other commercial real estate platforms
- LinkedIn research
- Lead generation
- Email marketing
- Social media scheduling
- Property comparison spreadsheets
- Transaction coordination
- Executive assistant support
Important Note
This is an administrative support role. The assistant will not negotiate real estate terms, provide legal advice, provide real estate advice, show properties, or perform licensed real estate activities. All client-facing materials, marketing content, and communications must be reviewed and approved before being sent or published.
Confidentiality is extremely important. The assistant will be expected to handle client information, business information, documents, and communications with professionalism and discretion.
Ideal Candidate
I am looking for someone who is:
- Reliable
- Organized
- Detail-oriented
- Proactive
- Professional
- Fast but accurate
- Comfortable with follow-up
- Good at creating structure
- Able to turn scattered information into clear systems
- Able to respectfully keep tasks moving without needing constant supervision
- Comfortable working full-time during Eastern Time business hours
Sample Daily Tasks
A typical day may include:
- Updating the CRM or lead tracker
- Researching new leads
- Following up on pending property inquiries
- Organizing client folders
- Drafting email responses for review
- Scheduling calls or property tours
- Updating property comparison spreadsheets
- Managing the calendar
- Preparing client or broker follow-up notes
- Updating the social media content calendar
- Creating simple Canva graphics
- Preparing an end-of-day update
Hours and Availability
This is a full-time remote position.
Schedule: Monday through Friday
Hours: 9:00 AM to 5:00 PM Eastern Time
Estimated weekly hours: 40 hours per week
Availability: Must be available, responsive, and actively working during the full scheduled shift.
To Apply
Please include the following in your proposal:
A short summary of your administrative, real estate, executive assistant, or sales support experience.
Examples of real estate, CRM, lead generation, or administrative work you have done.
Your experience with Google Sheets, Google Drive, Canva, CRM systems, and real estate platforms.
A sample spreadsheet, tracker, workflow, or organized system you have created, if available.
Your hourly rate or monthly full-time rate.
Confirmation that you can work Monday through Friday from 9:00 AM to 5:00 PM Eastern Time.
Your answer to this question:
“Describe a time when you helped a busy professional become more organized, consistent, or productive. What system did you create, and what was the result?”
Please start your proposal with the phrase: “Full-Time Real Estate VA Support” so I know you read the full job post.