Real Estate VA
Job Description
We’re looking for a Contract Manager to support contract administration, project coordination, document control, and process documentation. This is a hands-on role for an organized professional who can keep records accurate, coordinate follow-ups, and support consistent project workflows. The role is best suited to someone with experience across contract and project administration who communicates clearly and follows through reliably.
Responsibilities
Lead Generation and Appointment Setting
Qualify and follow up with prospective clients through approved phone, email, SMS, and other communication channels.
Make outbound calls, including cold calls when part of the client’s process, and respond to inbound lead inquiries.
Schedule consultations, property meetings, and other appointments for the client or sales team.
Track lead activity and follow-up timing, escalating qualified prospects and urgent inquiries as appropriate.
CRM and Sales Operations
Maintain accurate client, prospect, property, and transaction records in the CRM.
Organize leads by status, source, and relevant criteria; support contact segmentation and approved CRM automations.
Clean up duplicate, incomplete, or outdated records and monitor data quality.
Prepare basic pipeline, lead activity, and marketing reports.
Real Estate Administrative and Executive Support
Manage calendars, appointments, property showings, and client meetings.
Handle routine email, phone, and client coordination, and prepare spreadsheets, reports, presentations, and other administrative materials.
Organize contracts, client files, property records, and digital documentation; review files for missing or inconsistent information.
Coordinate with agents, brokers, clients, vendors, contractors, and internal team members.
Transaction and Property Coordination
Support administrative workflows from listing and contract through closing, including document preparation, tracking, and filing.
Monitor key dates such as contract deadlines, contingencies, inspections, lease renewals, and closing schedules, and flag upcoming deadlines.
Coordinate information and follow-ups among agents, buyers, sellers, lenders, title companies, tenants, property owners, and approved vendors.
Assist with tenant inquiries, rental applications, leasing documentation, maintenance requests, and property management records as assigned.
Listing and Marketing Support
Create, update, and verify property listings on authorized platforms, including uploading property details, descriptions, and photos.
Coordinate property photography, virtual tours, open houses, and related marketing materials.
Help prepare property flyers, listing presentations, newsletters, email campaigns, and scheduled social media content.
Update website and listing information as instructed, and track basic campaign or listing performance.
Support MLS-related administrative tasks only where authorized.
Quality, Confidentiality, and Process Compliance
Follow client SOPs and security procedures when handling confidential client, financial, and transaction information.
Maintain complete, accurate records and raise contractual, legal, or compliance concerns to the appropriate licensed professional.
Qualifications
2–4 years of experience in sales development, appointment setting, or comparable client-facing sales support.
Strong written and spoken English, including confidence handling professional phone conversations.
Experience with CRM or database management, lead follow-up, calendar coordination, and accurate data entry.
Strong organization, attention to detail, time management, and follow-through; able to work independently in a remote environment.
Proficiency with Google Workspace and/or Microsoft Office, plus a reliable computer, stable high-speed internet, functional headset, and quiet workspace.
Willingness to work US business hours or another client-required schedule, and to follow client-specific data security and time-tracking requirements.
Preferred
Experience supporting US-based real estate agents, brokers, investors, or property management teams. Commercial real estate experience is helpful but can be learned on the job.
Familiarity with real estate CRMs such as Follow Up Boss, kvCORE, BoomTown, Sierra Interactive, LionDesk, HubSpot, or GoHighLevel.
Familiarity with transaction tools such as Dotloop, SkySlope, DocuSign, or ZipForm; MLS and listing workflows; property management platforms such as AppFolio, Buildium, or Propertyware; or tools such as Canva and social media or email marketing platforms.
Salary
7-10 USD per hour
