[Hiring] Real Estate Virtual Assistant @Vitalis Outsourcing

Role Description

We are looking for a Real Estate Administrative Virtual Assistant to support real estate professionals, business owners, and internal teams with daily administrative tasks, client information, lead organization, and operational workflows. The primary responsibility is to maintain accurate records, update CRM systems, organize leads and files, manage email and calendars, and provide reliable administrative support that keeps daily operations running smoothly.

This is an ideal opportunity for someone with experience in virtual assistance, real estate administration, CRM management, executive support, or general administrative coordination who is organized, accurate, process-driven, and interested in stable, long-term employment.

Qualifications

• Previous experience in virtual assistance, real estate administration, executive assistance, CRM management, or administrative support.
• Strong written and spoken English communication skills.
• Excellent organization and attention to detail.
• Experience managing email inboxes, calendars, digital files, and spreadsheets.
• Comfortable updating CRM systems and maintaining accurate lead or client records.
• Able to follow Standard Operating Procedures and detailed instructions.
• Strong follow-up, task-management, and deadline-tracking skills.
• Good computer skills and confidence learning new online systems.
• Comfortable using Google Workspace and Microsoft Office applications.
• Reliable internet connection and a professional remote-work setup.
• Reliable and consistent attendance during scheduled working hours.
• Able to work independently in a remote environment.
• High school diploma or equivalent.
• Proactive, professional, process-driven, coachable, and comfortable providing regular updates.

Requirements

• Manage daily administrative tasks, reports, documents, spreadsheets, and internal records.
• Update CRM systems with lead information, notes, statuses, activities, and follow-up details.
• Organize and maintain lead records, client databases, contact lists, and tracking spreadsheets.
• Manage email inboxes, organize messages, respond to approved communications, and complete follow-up activities.
• Manage calendars, schedule appointments, coordinate meetings, and maintain reminders.
• Organize digital files, folders, documents, and client information using cloud-based platforms.
• Assist with real estate listing support, MLS updates, and property information management.
• Support transaction-related administration, document tracking, and listing coordination as assigned.
• Prepare reports, documents, presentations, spreadsheets, and other administrative materials.
• Post approved social media updates and basic marketing content when required.
• Follow up with clients, leads, vendors, and internal team members regarding outstanding tasks or required information.
• Provide clear daily updates regarding completed tasks, pending items, upcoming deadlines, questions, and potential blockers.
• Manage multiple assignments, deadlines, and priorities simultaneously.
• Follow established Standard Operating Procedures, checklists, deadlines, and manager instructions.
• Maintain professionalism and confidentiality when handling client, lead, company, and property information.

Company Description