Real Estate Virtual Assistant

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.

• 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 Docu Sign, 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?”

• 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.

• 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 You Tube 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.

• Handle inbound leads (Zillow, , 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.

• 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.

• 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.

• Own listing coordination from…