[Hiring] Brokerage Assistant @MyOutDesk

Role Description

We are seeking a highly capable, proactive, and exceptionally organized Virtual Assistant based in the Philippines to support our brokerage operations in real-time. This is a full-time, monthly-retainer role. You will be our dedicated team member, not shared across other clients.

Your time will be split into two core functions:

• 80% Brokerage Support: Directed by the Head of Admin, supporting our 15+ brokers with research, document preparation, and marketing tasks.
• 20% Executive Support: Providing direct administrative assistance to the COO & Partner.

You must be available during Eastern Time (ET) business hours and respond to requests with the same promptness and professionalism as if you were sitting in our Toronto office.

Qualifications

• Fluent English: Impeccable professional-level reading, writing, and verbal communication.
• Real-Time Availability: Must work strictly during Eastern Time (ET) business hours (9 AM – 5 PM ET minimum).
• Microsoft Office Mastery: Advanced, confident proficiency in Word, Excel, Outlook, and PowerPoint.
• HubSpot CRM Experience: Demonstrated history of managing contacts, deals, tasks, pipelines, and email sequences within HubSpot.
• CoStar Proficiency: Familiarity with CoStar for property research, comp searches, availability queries, and market analytics.
• Commercial Real Estate (CRE) Acumen: Strong understanding of core CRE concepts.
• Design & Template Skills: Proven ability to manipulate photos, graphs, maps, and data into structured document templates.
• AuthentiSign / e-Signature Tools: Experience with (or ability to rapidly master) AuthentiSign or DocuSign.
• Home Office Infrastructure: Fast, stable, hardwired internet connection, a modern computer, a high-quality headset, and a quiet, professional workspace.

Requirements

• Working under the direction of the Head of Admin to support the wider brokerage team.
• Data, Research & Analytics:
• Research & Data Scrubbing: Compile, verify, and clean commercial/industrial property data.
• Market Availability Reports: Source, filter, and format comprehensive industrial/commercial availability lists.
• Comparable Sales (Comps): Actively research and organize comparable property transactions.
• CRM Data Mastery: Keep HubSpot records immaculate.
• Marketing & Presentation Materials:
• Broker Opinion of Value (BOV) Support: Assist with data gathering, formatting, and layout design.
• Tour Packages & Property Brochures: Assemble high-quality property brochures and presentation materials.
• Template Production: Insert property photos, maps, and market data into marketing templates.
• Listing Coordination: Support the input, updating, and syndication of property listings.
• Operations & Workflow Execution:
• Document Preparation: Draft, format, and proofread letters, emails, and reports.
• Electronic Signatures: Manage document workflows through AuthentiSign.
• Scheduling & Coordination: Assist with calendar management and meeting setups.
• Ad-Hoc Admin Tasks: Respond to day-to-day requests from the admin team.
• Part B: COO Executive Support (20%):
• Strategic Calendar Management: Schedule meetings and manage confirmations.
• Executive Correspondence: Draft and send communications on behalf of the COO.
• Pipeline & HubSpot Management: Act as the gatekeeper for the COO’s CRM.
• Reporting & Analytics: Compile weekly activity summaries and broker performance stats.
• Project Coordination: Track open operational items and follow up with team members.
• Personal Admin: Assist with travel coordination and other executive tasks.

Benefits

• $400 Placement Bonus after successfully completing your first 30 days with your first MOD client.
• Independent Contractor Referral Program – Earn up to $330 for every successful referral.
• MOD Cash Advance Program available after 6 months of active service with MOD client/s.
• Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service.
• Dental Benefits through Maxicare Dental Hub.
• Optical Reimbursement for HMO principal members.
• Group Life Insurance with Accidental Death & Dismemberment coverage.
• Maternity Reimbursement for both normal and Caesarean delivery.
• 6 Paid US Holidays.
• 7 Additional Vacation Leave Credits after 10 months of active service.
• 7 Additional Sick Leave Credits after 1 year of active service.
• Unlimited Upskilling Opportunities through MODUniversity.
• Mentorship and collaboration with global leaders and teams.
• Clear career advancement pathways within the organization.
• Diverse, inclusive, and supportive workplace environment.