Virtual Assistant / Transactions Team
Budget: $2 – $8 USD
Job Title: Virtual Assistant
Department: Operations
Reports to: General Manager
Job Type: Full-Time (40 hours per week), Monday to Saturday, 9AM-6PM CST
Job Summary:
We are seeking a proactive and exceptionally organized Virtual Assistant to join our growing organization. In this position, you will play a pivotal role in providing guidance and support to our team of real estate agents, and perform a variety of tasks such as transaction coordination, property management assistance, listing coordination, and marketing tasks. A successful candidate will be an excellent communicator with strong interpersonal skills, an ability to help others get organized, and a willingness to work both independently and as part of a team.
Key Responsibilities:
Transaction Coordination/Lead Management:
Manage and update calendar with important dates such as option and financing endings & closing for buyers and relevant events for listings.
Draft and send introduction emails to buyers, lenders, and title companies.
Coordinate with seller's agent by sending MLS recording email.
Send home service emails post option period, financing ending emails, and appraisal emails to lenders.
Inquire about HOA & survey details from title companies.
Schedule closings and ensure clients are ready to move, with utilities set up.
Request Google reviews post transaction.
Maintain and update Dotloop, MLS, and Sierra Interactive systems.
Assist agents with writing contracts and scheduling showing appointments.
Perform data entry and personal assistance tasks such as booking appointments for car service, etc.
Listing Coordination:
Organize and manage listing agreements, schedule cleaners, carpet shampooing, and sign & picture/video shoots.
Coordinate with contractors as needed and ensure all listing documents are updated in the MLS.
Schedule and manage open houses, including calendar updates and Supra installation.
Collect and provide open house feedback.
Coordinate sign pick up and update MLS status to sold.
Property Management:
Manage calendar with important property management dates.
Run Hemlane reports for landlords and invoice landlords for reimbursable expenses.
Assist with lease documentation, listing agreements, lease applications, and add properties and prospective tenants to Smart Move.
Marketing:
Create and manage new pages on the WordPress website.
Utilize AI tools such as ChatGPT for creative writing tasks, understanding and implementing prompting best practices.
Use Canva for graphic design tasks.
Manage and update social media channels.
Skills and Qualifications:
Prior experience in a similar role or real estate industry preferred.
Fluent in English, both written and spoken.
Excellent communication and interpersonal skills.
High level of organization and attention to detail.
Proficient in using Google Drive, MLS systems, Dotloop, Hemlane, Sierra Interactive, Smart Move, and WordPress.
Ability to work independently, prioritize tasks and meet deadlines.
Strong problem-solving skills.
Reliable and high-speed internet connection.
Comfortable working in different time zones.
Strong computer skills, including proficiency in Microsoft Office and Google Workspace.
Able to handle sensitive and confidential information with discretion.
Experience with Canva, website management, and social media platforms.
Familiarity with AI tools such as ChatGPT, including understanding of best practices for prompting.
Technical Requirements:
A reliable and up-to-date computer system.
High-speed and reliable internet connection.
A working headset and microphone.
Physical Requirements:
Ability to work for extended periods at a computer screen.
Application Process:
Please submit a 'Video Application'. Record a 1-minute video resume telling us why you think you would be a good fit for this position. We are looking for someone who can start MONDAY. Interviews will be taking place Thursday, May 17 & Friday, May 18.
We look forward to receiving your application.
Department: Operations
Reports to: General Manager
Job Type: Full-Time (40 hours per week), Monday to Saturday, 9AM-6PM CST
Job Summary:
We are seeking a proactive and exceptionally organized Virtual Assistant to join our growing organization. In this position, you will play a pivotal role in providing guidance and support to our team of real estate agents, and perform a variety of tasks such as transaction coordination, property management assistance, listing coordination, and marketing tasks. A successful candidate will be an excellent communicator with strong interpersonal skills, an ability to help others get organized, and a willingness to work both independently and as part of a team.
Key Responsibilities:
Transaction Coordination/Lead Management:
Manage and update calendar with important dates such as option and financing endings & closing for buyers and relevant events for listings.
Draft and send introduction emails to buyers, lenders, and title companies.
Coordinate with seller's agent by sending MLS recording email.
Send home service emails post option period, financing ending emails, and appraisal emails to lenders.
Inquire about HOA & survey details from title companies.
Schedule closings and ensure clients are ready to move, with utilities set up.
Request Google reviews post transaction.
Maintain and update Dotloop, MLS, and Sierra Interactive systems.
Assist agents with writing contracts and scheduling showing appointments.
Perform data entry and personal assistance tasks such as booking appointments for car service, etc.
Listing Coordination:
Organize and manage listing agreements, schedule cleaners, carpet shampooing, and sign & picture/video shoots.
Coordinate with contractors as needed and ensure all listing documents are updated in the MLS.
Schedule and manage open houses, including calendar updates and Supra installation.
Collect and provide open house feedback.
Coordinate sign pick up and update MLS status to sold.
Property Management:
Manage calendar with important property management dates.
Run Hemlane reports for landlords and invoice landlords for reimbursable expenses.
Assist with lease documentation, listing agreements, lease applications, and add properties and prospective tenants to Smart Move.
Marketing:
Create and manage new pages on the WordPress website.
Utilize AI tools such as ChatGPT for creative writing tasks, understanding and implementing prompting best practices.
Use Canva for graphic design tasks.
Manage and update social media channels.
Skills and Qualifications:
Prior experience in a similar role or real estate industry preferred.
Fluent in English, both written and spoken.
Excellent communication and interpersonal skills.
High level of organization and attention to detail.
Proficient in using Google Drive, MLS systems, Dotloop, Hemlane, Sierra Interactive, Smart Move, and WordPress.
Ability to work independently, prioritize tasks and meet deadlines.
Strong problem-solving skills.
Reliable and high-speed internet connection.
Comfortable working in different time zones.
Strong computer skills, including proficiency in Microsoft Office and Google Workspace.
Able to handle sensitive and confidential information with discretion.
Experience with Canva, website management, and social media platforms.
Familiarity with AI tools such as ChatGPT, including understanding of best practices for prompting.
Technical Requirements:
A reliable and up-to-date computer system.
High-speed and reliable internet connection.
A working headset and microphone.
Physical Requirements:
Ability to work for extended periods at a computer screen.
Application Process:
Please submit a 'Video Application'. Record a 1-minute video resume telling us why you think you would be a good fit for this position. We are looking for someone who can start MONDAY. Interviews will be taking place Thursday, May 17 & Friday, May 18.
We look forward to receiving your application.