Virtual Assistant - Operations Support

Company: MJC & Associates, Inc. dba Integrity Signers

Position: Virtual Assistant – Operations Support [Real Estate/Title & Escrow]

Work Setup: Remote / Work-from-Home

Hours: 20 Hours/Week (Part-Time)

Schedule: Fixed U.S. Central Time (CT) Shift

Shift A: 9:00 AM – 1:00 PM U.S. Central Time

Shift B: 1:00 PM – 5:00 PM U.S. Central Time

About the Role
Integrity Signers is seeking a highly organized, meticulous, and dependable Virtual Assistant – Operations Support to handle the daily administration and multi-system coordination of real estate closing appointments.

In this role, you will serve as an operational backbone—ensuring real-time accuracy across our master log, scheduling platforms, and team calendars while maintaining clear communication between Escrow Officers (EOs) and Signing Agents.

If you thrive in high-accuracy environments, possess outstanding English communication skills, and love keeping complex operational workflows moving seamlessly, we want to hear from you!

Key Responsibilities
1. Communications & Customer Service
Respond promptly and professionally to inbound calls, email s, and operational queries across your assigned shift.

Provide clear, proactive status updates and changes to Escrow Officers (EOs) and Signing Agents regarding appointments, locations, and documents.

Follow up on outstanding confirmations and operational requests to prevent bottlenecks.

2. Order Management & Multi-System Synchronization
Log new orders and create profiles in Signing Order (SO) for various title companies.

Perform multi-system audit checks to ensure consistency across the Master Log, Signing Order (SO), ETA Calendar, and Outlook Calendar.

Promptly identify and resolve data discrepancies across systems (GF numbers, fees, locations, dates, and assigned agents).

3. Order Tracking, Reschedules & Status Updates
Status Monitoring: Monitor document uploads for scheduled closings; manage escalation steps if closing documents are delayed.

Reschedules & Holds: Process rescheduling requests and place orders on hold across both the Master Log and Signing Order (SO) following exact, multi-step Standard Operating Procedures (SOPs).

Cancellations: Accurately update statuses, zero out fees, update system notes, and issue formal email notifications to Escrow Officers.

Requirements & Qualifications
English Proficiency: Exceptional written and verbal communication skills with a professional, customer-first phone/email presence.

Technical Savvy: Advanced proficiency with Microsoft Office 365 (Outlook, Excel, Word, Teams).

Software Familiarity: Experience using Signing Order (SO), CRM platforms, order-management software, or transaction coordination tools is highly preferred.

Detail-Oriented: Ability to follow strict SOPs without skipping steps, cross-reference data accurately, and maintain 100% data integrity.

Problem Solver: A self-starter who takes initiative, identifies issues early, and escalates edge cases rather than guessing.

Hardware Setup: Reliable high-speed internet connection and a dependable primary computer system.

Niche Experience (Bonus): Background in U.S. real estate, title, escrow, mortgage, or notary signing services is a strong plus, but not required.

Work Schedule & Expectations
20 Hours per week during active U.S. business hours.

Must be available to work consistently in one of two shifts:

Option 1: 9:00 AM – 1:00 PM U.S. Central Time

Option 2: 1:00 PM – 5:00 PM U.S. Central Time

How to Apply
IMPORTANT: Only applications that follow all instructions below will be reviewed and considered for an interview.

Please send your message with the exact line below as the first line of your application: Operations Support – Accuracy Matters [Your Name]

In your cover letter/message, please answer the following questions:

Experience Overview: Provide a brief summary of your VA, administrative, operations, or customer service experience.

Tools Experience: Describe your experience using Microsoft Office 365 (specifically Outlook and Excel) and any CRM or order-management software you have used.

Industry Background: Mention any prior experience in real estate, title, escrow, mortgage, notary, or transaction coordination (if applicable).

Shift Choice & Commitment: Which shift are you applying for (9 AM–1 PM CT or 1 PM–5 PM CT)? Please confirm that you can consistently work these exact hours.

Tech Setup: Share your internet connection speed (Mbps) and primary computer specifications.

Data Accuracy Check: How do you ensure accuracy when updating the same information across multiple systems?

Initiative Example: Share a quick example of a situation where you identified a problem and took the initiative to resolve it on your own.

We look forward to reviewing your application!