Real Estate Virtual Assistant (Transaction Coordination + Marketing Support)

Company Overview

This role supports a multi-faceted real estate business that works with buyers and sellers, operates a real estate content platform, and runs a coaching business for real estate professionals. We are seeking a dependable Virtual Assistant who can take ownership of key operational areas and help streamline both transactions and marketing execution.

Role Overview

We are looking for a proactive, detail-oriented Virtual Assistant who can fully own responsibilities, not just assist task-by-task. The ideal candidate will confidently take defined functions off leadership’s plate, manage deadlines independently, and ensure smooth execution across real estate transactions and marketing support. This role is well-suited for someone who thrives in a fast-paced environment, learns quickly, and is comfortable juggling transaction coordination, CRM management, and marketing execution.

Key Responsibilities

1. Transaction Coordination (Primary Responsibility)

● Manage real estate transactions from contract to close

● Track deadlines, contingencies, and milestones to ensure nothing is missed

● Coordinate communication between all stakeholders, including buyers, sellers, lenders, title companies, and agents

● Ensure all required documents are prepared, signed, and submitted on time

● Maintain accurate transaction records within the CRM and shared systems

2. Inbox & Communication Management

● Monitor and manage inboxes related to transactions, listings, and client communications

● Conduct timely follow-ups to obtain missing information or documents

● Communicate professionally with clients via email and occasional phone calls

● Escalate priority matters with clear summaries and recommended next steps

3. Listings & Market-Ready Support

● Assist with preparing properties for market

● Coordinate listing-related workflows and timelines

● Support administrative tasks related to launching and maintaining active listings

4. Marketing Execution Support (Non-Strategic)

● Execute basic Facebook and Instagram ad tasks (posting, scheduling, launching campaigns based on direction)

● Support marketing administration, including campaign setup, monitoring, and reporting

● Upload, format, and publish blog content

● Maintain organized records of marketing assets, calendars, and campaign notes

5. CRM & Systems Management

● Maintain and update CRM records to ensure clean data and consistent workflows

● Quickly adapt to new systems and tools

● Experience with GoHighLevel is a plus; experience with similar CRMs is acceptable

• Ownership mindset: Ability to fully manage assigned functions without constant oversight

• Fast learner: Able to adapt quickly to new tools, workflows, and processes
• Highly organized: Strong task management, deadline tracking, and follow-through
• Clear communicator: Confident and professional in written and verbal communication
• Self-directed: Works proactively and independently once trained

• Background in real estate operations or transaction coordination
• Experience supporting real estate agents, teams, or coaching programs
• Familiarity with Facebook and Instagram business tools
• Prior experience using GoHighLevel or comparable CRM platforms

• CRM systems (GoHighLevel or similar)
• Google Workspace and/or Microsoft Office (Docs, Sheets/Excel, Email, Calendar)
• Facebook & Instagram (business pages and ads manager)

• Transactions progress smoothly with no missed deadlines
• Leadership no longer needs to perform or double-check operational tasks
• Stakeholders receive timely communication and follow-ups
• Marketing execution runs consistently and reliably in the background

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