[Hiring] Bilingual Real Estate Executive Assistant @SmartScale360

Role Description

SmartScale360 is looking for a highly organized, high-energy, and proactive Bilingual Real Estate Executive Assistant to support a fast-paced luxury real estate business. This role requires fluency in English and Spanish, with strong communication skills to support clients from diverse backgrounds, including Spanish-speaking markets (e.g., Mexican, Argentinian, Colombian clients). You will manage calendars, email communications, contracts, listings, transactions, and overall business operations. This is a high-intensity, high-accountability, and high-performance role suited for someone who is motivated, detail-oriented, and thrives in a fast-moving environment.

Key Responsibilities

• Manage executive calendars, scheduling, appointments, showings, and daily priorities
• Handle email and communication management, ensuring timely and professional responses
• Support end-to-end transaction coordination tasks, including contracts, disclosures, timelines, and compliance documentation (must have strong working knowledge)
• Write and prepare contracts, pre-listing packets, and listing agreements with clear, professional language
• Coordinate listings, MLS updates, and heavy listing activities (including Palm Beach Island MLS exposure)
• Support business development efforts including generating leads, bringing/signing listing agreements, and assisting with client acquisition
• Maintain CRM systems, lead tracking, and database updates
• Coordinate with clients, agents, lenders, title companies, and other stakeholders
• Monitor transaction timelines and ensure all milestones are tracked and properly executed
• Support marketing coordination, reports, presentations, and operational documentation
• Maintain structured SOPs and help streamline internal processes
• Ensure accuracy, compliance, and completeness of all real estate documents

Tools & Systems

• CRM platforms (Go High Level required experience preferred; also Follow Up Boss, Salesforce, HubSpot, KVCORE, etc.)
• Transaction management tools (DocuSign, AppFiles, Dotloop, SkySlope, or similar legal/document systems)
• MLS platforms (including luxury and high-volume listing systems)
• Communication tools (Slack, Zoom, Google Workspace, Microsoft Office)
• Project management tools (Asana, Trello, Monday.com, ClickUp)

Qualifications

• Fluent in English and Spanish (clear, professional communication required)
• High-energy, motivated, and a true “go-getter”
• Strong customer service mindset with high-touch client experience
• Confident working in a fast-paced, high-intensity environment
• Highly organized, detail-oriented, and accountable
• Able to adapt quickly to schedule changes and shifting priorities
• Proactive problem-solver who can work independently and take initiative
• Strong presentation and communication skills
• Receptive to feedback and focused on continuous improvement
• Comfortable working with legal, financial, and compliance-related documents
• Experience working with or supporting attorneys or legal professionals is a strong plus
• Able to generate business, support listings, and assist in closing deals

Requirements

• Minimum 2+ years experience as an Executive Assistant, Real Estate Assistant, Transaction Coordinator, or similar role
• Experience supporting a luxury real estate broker or high-volume real estate team
• Proven experience in contract writing, transaction coordination, and listing management
• Strong CRM experience (Go High Level strongly preferred)
• Experience with MLS platforms and real estate documentation systems
• Excellent organizational and multitasking abilities
• Proficiency in Google Workspace or Microsoft Office Suite
• Bachelor’s degree is required
• Reliable remote work setup with strong internet connection and backup options
• Access to a smartphone for communication and coordination tasks

Nice to Have

• Experience in Palm Beach luxury real estate market
• Background working with legal professionals (e.g., law firm experience)
• Experience in lead generation or sales support roles
• Familiarity with AppFiles or similar document management systems
• Experience in high-end client service or concierge-level support
• Strong ability to help streamline SOPs and operational workflows

Work-From-Home Requirements

• Device: Intel i5 processor + 8 GB RAM minimum
• Internet: At least 100 Mbps stable connection
• Backup device, internet connection, and power supply required

Benefits

• 10 days PTO
• Annual Appraisal
• Career Growth Opportunities
• Healthcare Benefits

Why Join SmartScale360?

Join a supportive team, grow your career, and play a key role in ensuring patients receive the care they need. Apply now and help us make home care seamless for U.S. clients!