Real Estate Operations & Listing Coordination Virtual Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Real Estate Operations & Listing Coordination Virtual Assistant based in Canada.

We are looking for a dependable and proactive Real Estate Operations Assistant to support the daily operations of a virtual residential real estate business in the United States. In this remote role, you will coordinate approximately 50 property listings annually while managing rental listings, transaction administration, CRM activities, and client communications. You will help ensure business continuity by keeping essential workflows moving, particularly when the broker is traveling, unavailable, or focused on other priorities. Working with established procedures, templates, and AI-powered tools, you will take ownership of routine administrative tasks and listing coordination. You will also contribute to marketing activities, document management, and client follow-ups while collaborating with the broker and authorized professionals. This is an excellent opportunity for an organized real estate professional who values autonomy, accuracy, and reliable operational support.

Accountabilities:

As a Real Estate Operations & Listing Coordination Virtual Assistant, you will provide comprehensive administrative and operational support across property listings, rental management, transaction coordination, and everyday business activities.

• Listing Preparation & Support

  • Organize seller information, property details, photographs, and supporting documentation.

  • Prepare MLS data-entry drafts and listing materials using verified information and broker instructions.

  • Coordinate photography, photo editing, floor plans, approved virtual staging, and other listing-related vendors.

  • Draft property descriptions and marketing materials for broker review and approval.

  • Set up showing services, maintain listing launch checklists, and summarize showing activity and feedback.

  • Complete approved listing updates and identify missing information or potential issues.

  • Rental Listing Support

    • Organize landlord information, property details, photographs, and rental records.

    • Prepare rental listing drafts and approved updates for MLS and other relevant platforms.

    • Handle routine administrative communications using approved information and scripts.

    • Track rental application documents and signature requests.

    • Escalate substantive rental inquiries and matters requiring professional judgment to the broker.

    • Documents & Transaction Coordination

      • Prepare document packages using approved forms and information provided by the broker.

      • Send authorized electronic signature requests and monitor their completion.

      • Maintain organized records across transaction management platforms, brokerage back-office systems, and document storage tools.

      • Monitor transaction deadlines and upcoming milestones while flagging missing documents or potential delays.

      • Request authorized documentation and factual status updates from clients, title companies, lenders, homeowners associations, and vendors.

      • CRM, Research & Client Follow-Up

        • Maintain accurate contact records, notes, and follow-up activities in the broker's AI-connected CRM.

        • Identify clients who may benefit from additional follow-up or review requests.

        • Prepare prioritized follow-up lists and draft client communications for approval.

        • Research property details and comparable-market information to support comparative market analyses (CMAs) and pricing assessments, leaving all pricing recommendations to the broker.

        • Marketing & AI Tools

          • Create graphics, newsletters, social media posts, and short videos using approved AI and design tools.

          • Develop effective AI prompts and carefully verify generated content against reliable information.

          • Schedule approved marketing content and maintain content calendars and digital asset libraries.

          • Support social media management and client outreach when operational priorities allow.

          • Inbox, Phone & Travel Coverage

            • Monitor the business inbox and respond to routine communications when the broker is unavailable.

            • Use a dedicated business email account and U.S. phone and text line to manage routine calls and messages.

            • Record accurate communication notes, document next steps, and escalate matters requiring professional judgment.

            • Coordinate with the broker or designated licensed backup to ensure business continuity during travel periods.

            Requirements:

            The ideal candidate is an experienced U.S. residential real estate support professional with strong administrative capabilities, excellent communication skills, and the ability to independently manage multiple workflows while following established procedures.

            • Previous experience in U.S. residential real estate operations, including listing coordination, transaction administration, rental support, or real estate marketing.

            • Excellent written and spoken English skills, with a professional and confident phone manner.

            • Strong organizational skills, attention to detail, and consistent follow-through when managing multiple tasks and deadlines.

            • Practical experience using ChatGPT, including writing effective prompts and reviewing AI-generated content for accuracy.

            • Ability to learn new and client-specific software platforms and follow documented standard operating procedures (SOPs).

            • Strong administrative, documentation, and coordination skills.

            • Professional discretion when handling confidential client information and business records.

            • Ability to recognize situations requiring escalation rather than making decisions outside the scope of assigned responsibilities.

            • A proactive, dependable, and solutions-oriented approach to daily operations.

            Preferred Qualifications:

            • Previous experience with MLS systems and property listing coordination.

            • Experience in real estate transaction coordination.

            • Familiarity with additional AI tools and digital marketing platforms.

            • Knowledge of Texas residential real estate processes and regulations.

            • Experience with Google Workspace, Google Drive, Dropbox, and social media scheduling tools.

            • Familiarity with transaction management platforms such as Jointly and brokerage back-office or compliance systems.

            Benefits:

            • Competitive compensation rates.

            • Weekly payments.

            • Free training and professional upskilling opportunities.

            • Ongoing support and guidance throughout the engagement.

            • Access to a vibrant and supportive professional community.

            • Opportunities to explore additional remote contractor positions.

            • Remote working arrangement.

            • Opportunity to work closely with a U.S.-based real estate professional.

            • Potential for a full-time workload of up to 40 hours per week.

            • Opportunity to develop expertise in real estate operations, AI-supported workflows, and transaction coordination.

How Jobgether works:

We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team.

We appreciate your interest and wish you the best!

Why Apply Through Jobgether?

Data Privacy Notice: By submitting your application, you acknowledge that Jobgether will process your personal data to evaluate your candidacy and share relevant information with the hiring employer. This processing is based on legitimate interest and pre-contractual measures under applicable data protection laws (including GDPR). You may exercise your rights (access, rectification, erasure, objection) at any time.

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