Real Estate Operations & Marketing Virtual Assistant | CRM, Follow Up & Canva

I am a busy Realtor in the Dallas-Fort Worth, Texas area looking for a dependable, organized, and proactive Virtual Assistant to become a long-term part of my real estate business.

This is a part-time position of approximately 20 hours per week (4 hours per day, Monday-Friday). I am looking for someone who enjoys creating systems, staying organized, following up consistently, and keeping things moving behind the scenes.

My goal is to find someone I can train on my business and eventually trust to take ownership of recurring tasks without needing constant direction.

Pay: $3.50-$4.00 USD/hour depending on experience
Hours: 20 hours/week, approximately 4 hours/day
Schedule: Monday-Friday
Position: Long-term, part-time

Primary Responsibilities

CRM & Database Management

• Manage and organize my real estate CRM
• Update contacts, notes, stages, tags, and tasks
• Identify duplicate or incomplete records
• Make sure leads have appropriate follow-up and next actions
• Help create and maintain CRM Action Plans and automated follow-up campaigns
• Identify leads and past clients who need personal follow-up from me
• Follow Up Boss experience is a major plus

Agent-to-Agent Referral Outreach

• Research real estate agents in target markets
• Add and organize referral partners in the CRM
• Send approved outreach and follow-up messages
• Maintain consistent follow-up with agents
• Track conversations and referral opportunities
• Schedule referral/networking calls on my calendar

• *Email & Calendar Management**

• Help organize and manage my email inbox
• Identify email s requiring my attention
• Draft routine responses when appropriate
• Coordinate appointments
• Maintain calendar items, reminders, and follow-up tasks

• *Email Marketing & Newsletters**

• Prepare and schedule a weekly real estate newsletter
• Help create email campaigns for leads, past clients, and referral partners
• Format and proofread email s before sending
• Track basic campaign results

Canva & Marketing Projects

• Create buyer and seller guides
• Create relocation and community guides
• Design lead magnets, checklists, flyers, property sheets, and other marketing materials
• Make edits to existing Canva templates
• Help turn ideas and content into finished marketing pieces

Buyer, Listing & General Real Estate Administration

• Prepare buyer and listing packets
• Organize property and MLS information
• Prepare property sheets and other client resources
• Maintain transaction and client checklists
• Organize documents and files
• Assist with administrative portions of buyer, seller, and transaction workflows
• Coordinate routine administrative items with clients, agents, lenders, title companies, and vendors as directed

The Ideal Candidate

I would love to find someone who:

• Has previous experience working with a U.S.-based Realtor, real estate team, or brokerage
• Understands the basic process of U.S. real estate transactions
• Has experience managing a CRM
• Is extremely organized and detail-oriented
• Communicates professionally in written English
• Is comfortable following up with people and scheduling appointments
• Has experience with Canva
• Is comfortable with Google Workspace
• Can learn new software quickly
• Is proactive and looks for what needs to be done instead of always waiting for instructions
• Can manage recurring responsibilities and meet deadlines
• Is interested in a long-term position and growing with the business

Experience with Follow Up Boss, U.S. MLS systems, real estate transaction coordination, email marketing, Canva, and appointment setting is strongly preferred.

What I'm NOT Looking For

I am not looking for someone who simply completes a list of tasks and waits for the next assignment.

I want someone who can eventually learn my systems well enough to notice things like:

"This lead doesn't have a follow-up scheduled."

"This client is missing information."

"These contacts haven't been touched recently."

"This agent responded and would like to schedule a call."

"This week's newsletter is ready for approval."

If you enjoy keeping a business organized and making sure things don't fall through the cracks, you may be a great fit.

How to Apply

Please begin your application with the words HEART OF TEXAS so I know you read the entire posting.

Then please tell me:

1. How long have you worked as a Virtual Assistant?
2. What experience do you have working with U.S. real estate professionals?
3. Have you used Follow Up Boss? If so, what tasks did you perform inside it?
4. Which other real estate CRMs or MLS systems have you used?
5. Are you comfortable conducting agent outreach and following up to schedule appointments?
6. What experience do you have with Canva and email newsletters?
7. What hours are you available to work, and are you comfortable working hours that overlap with U.S. Central Time?
8. Please include examples of relevant Canva or real estate work if available.

Finally, tell me this:

If you inherited a Realtor's CRM with hundreds of contacts that had not been consistently managed, what would you do during your first week?

I'm looking for the right person to become a trusted, long-term part of my real estate business. If that sounds like you, I'd love to hear from you!