[Hiring] Real Estate Virtual Assistant @VA Desk

Role Description

We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to support a growing real estate and business development operation focused on market expansion, visibility, and lead generation. This role is centered on structured outreach, marketing support, CRM and automation management, and operational coordination. You will play a key role in building and maintaining relationships in the real estate market while also supporting digital visibility through LinkedIn, content distribution, and GoHighLevel (GHL) automation workflows. This is a growth-oriented position for someone who enjoys both execution and structure-building—someone who can take direction, but also independently manage recurring systems and follow-ups with consistency and precision. The ideal candidate is resourceful, communication-savvy, and comfortable working across outreach, marketing tools, and administrative coordination in a fast-paced environment.

Qualifications

• 1–3+ years' experience in virtual assistance, sales support, marketing support, or real estate admin roles
• Strong written English communication skills (professional, clear, and concise)
• Comfortable with outbound outreach (email, LinkedIn, or phone)
• Highly organized with strong follow-up discipline
• Ability to work independently with minimal supervision
• Reliable internet connection and stable remote work setup

Requirements

• GoHighLevel (GHL) or similar CRM platforms (HubSpot, Salesforce, etc.)
• LinkedIn outreach and basic social media management
• Email marketing tools and automation workflows
• Google Workspace (Docs, Sheets, Drive)
• Basic understanding of lead tracking and sales pipelines

Nice-to-Have

• Real estate industry experience (brokerage, agent support, or lead generation)
• Experience in North American client environments
• Familiarity with content scheduling tools (Buffer, Later, etc.)
• Basic video editing or content repurposing skills
• Experience supporting founders or small business owners directly

Key Responsibilities

• Real Estate Outreach & Business Development
  • Build, organize, and maintain a database of real estate agents (including new licensees where applicable)
  • Conduct outbound outreach via email and/or phone to initiate conversations
  • Build and maintain professional relationships with agents and referral partners
  • Manage follow-up sequences and engagement tracking within CRM systems
  • Monitor response rates and maintain accurate outreach performance records
  • Support lead generation efforts within the Ottawa real estate market (and expanding regions as needed)
• Marketing, Visibility & Content Support
  • Support LinkedIn content posting and engagement strategy
  • Publish organic content based on provided ideas, scripts, and short-form video materials
  • Assist in maintaining a consistent social media posting cadence
  • Support newsletter creation aligned with brand direction (BILDPRO initiatives or equivalent)
  • Use AI tools responsibly to improve output efficiency while maintaining an authentic brand voice
• GoHighLevel (GHL) CRM & Automation Support
  • Manage and maintain CRM organization within GoHighLevel
  • Set up and optimize workflows, automations, and follow-up sequences
  • Ensure all website leads are properly integrated into GHL systems
  • Support creation and maintenance of email and newsletter automation
  • Assist in improving landing pages and basic funnel structures
  • Maintain data accuracy across all lead tracking systems
• Property & Administrative Support
  • Coordinate with contractors such as plumbers, electricians, and service providers
  • Assist with personal or business property-related coordination tasks
  • Support general administrative duties and operational follow-ups
  • Assist with basic invoice entry or bookkeeping support (when structured processes are provided)

Work Ethic & Behavioral Expectations

• Proactive communicator (does not wait for instructions on obvious next steps)
• Strong sense of ownership and accountability
• Comfortable with repetitive but important follow-up work
• Detail-oriented with strong data accuracy habits
• Professional tone in all client-facing communication
• Able to manage multiple moving tasks without losing track of priorities