Real Estate Transaction & Administrative Virtual Assistant

Real Estate Transaction & Administrative Virtual Assistant

Freedle & Associates | Southern Denver Living

Position: Part-Time Real Estate Virtual Assistant
Location: Remote
Hours: Approximately 15–20 hours per week
Schedule: Primarily Colorado business hours (roughly 1pm-5pm Mountain Time)
Compensation: $10/hr

About Us

Freedle & Associates is a small, boutique Colorado real estate team of 3 serving the southern Denver metro area.

We're looking for a dependable, detail-oriented Virtual Assistant to help with buyer and seller transactions, recurring administrative tasks, and client communications.

We already have established checklists and procedures for much of this work. We need someone who can learn our systems, follow instructions carefully, and complete their responsibilities without reminders, come to us with ideas for improvement, or for guidance on doing better, but can act independently.

We will be giving lots of updates to the current systems and add ons to these instructions. It is the role of the VA to organize these additions on Monday (task platform), and in google docs, keep track of them, and implement them without reminders.

This role is especially suited for someone who enjoys staying organized, creating systems to enhance organization, managing details, and helping a busy real estate team operate efficiently.

Key Responsibilities

1. Buyer Transaction Support

Complete administrative tasks outlined in our Buyer SOP in a timely fashion, the following bullet points are examples of those.

Send buyer questionnaires, guides, and approved informational email s.

Use AI to scan through searches for top fits.

Schedule home inspections.

Run title commitments through our established AI-assisted review process and flag findings for agent review.

Run HOA documents through our established AI review process and identify restrictions, concerns, or unusual findings for agent review.

Gather requested documents, invoices, repair receipts, and other transaction information.

Send approved closing resource email s and complete assigned post-closing administrative tasks.

2. Seller Transaction & Listing Support

Complete administrative tasks outlined in our Seller SOP in a timely fashion, the following bullet points are examples of those.

Send seller questionnaires, guides, and approved pre-listing email s.

Request ownership and encumbrance (O&E) reports from the title company.

Coordinate staging consultations, photography, video appointments, and listing preparation services.

Schedule open houses and coordinate any prep work.

Enter property listings into the MLS using information provided by our agents.

Help schedule inspection repairs and collect related invoices and documentation- ensuring timelines are met, even if forgotten by the agent.

Complete assigned listing and transaction closeout tasks.

3. Weekly Buyer & Seller Updates

Prepare weekly Do Not Fire Me (DNFM) reports for active sellers.

Prepare DNFM drafts on Mondays and send approved reports on Tuesdays.

Prepare weekly buyer update reports.

Send approved market update email s to upcoming sellers.

Send approved property and market update email s to upcoming buyers.

Follow our established templates and instructions, ensuring all information is accurate and personalized.

4. Monthly Marketing Email s

Prepare and send our monthly YouTube email featuring our latest video content, targeted for the 5th of each month.

Prepare and send our regular monthly newsletter, targeted for the 20th of each month.

Use approved content, templates, and messaging.

Check all links, formatting, spelling, and recipient information before sending.

5. Task & Checklist Management

Follow our Buyer and Seller SOPs in ---------- . Check daily.

Keep a record of important information such as passwords, meeting notes, and answers to your questions- so that there is something to refer back to.

Complete tasks by their required deadlines and mark them finished.

Let us know promptly when something needs clarification or agent approval.

Help keep established checklists and email templates organized and accurate. When updates and additions are given, make note of them on the platform so that these are documented.

What We're Looking For

#1 Initiative: You can follow an established process and recognize what needs to be done next without waiting for repeated reminders. Refer to your own notes and records when things are slow on what to do next. Fill free time with independent learning and research on how we all can improve.

#2 Organization: You can manage several transactions and recurring responsibilities at the same time. You follow our systems for staying organized, and have ideas to improve upon record keeping and systems.

Reliability: You complete assignments on time and follow through on responsibilities. You never have to be reminded of tasks, rather you are the one reminding the agents when they are falling behind or missing information, even if they need multiple reminders- you ensure it gets done.

Attention to detail: You carefully check your work before submitting or sending anything.

Excellent written English: Your email s should be clear, professional, friendly, and natural. AI can absolutely be utilized, but you understand that it makes mistakes and it must be heavily checked.

Good judgment: You can solve routine problems independently and recognize when a question or issue should be brought to an agent.

Technical confidence: You're comfortable learning software, using AI tools, and following detailed written procedures. You know when something needs human thought and intervention over blindly using AI as the only resource, and how to use AI tools creatively.

Preferred Experience

Experience with the following would be helpful:

U.S. residential real estate transactions (sales, NOT rentals)

Real estate transaction coordination or administrative support

Has managed someone else's schedule, inbox communications, deadlines, and recurring tasks

Can communicate professionally, without sounding robotic

---------- , Asana, or similar task management software

AI tools such as ChatGPT

English based administrative experience

Communication & Working Hours

Most tasks will be at your individual pace and can be completed any time within the appropriate window. A few will be urgent and will need addressing within a short period of time during your scheduled hours, and there will be occasional requests that fall outside your routine hours, but we understand you may not be available right away outside of your scheduled hours.

How to Apply

Please provide:

Your resume and a brief introduction.

A description of your experience supporting U.S. real estate agents or similar businesses.

The software and AI tools you've used professionally.

Detailed examples of how you stay organized, or have helped others get and stay organized.

Include your best shot at a monthly e-newsletter. This is an email that goes out once a month to everyone we know. Some are looking to buy, but some are definitely not going to buy in the next couple years, but may just be interested in the market. This should have the following components. A. A small personal section. Go find a picture of Jake and Megan and attach, along with a very short blurb about what’s going on with us (ex. in between time chasing our children around, we have been really enjoying working on our Youtube channel helping buyers). B. An update on the Colorado market. Do a quick bit of research on what is going on and incorporate our experience this month that we have been seeing about 4% concessions given to buyers right now- indicating lots of opportunities for buyers. C. a featured business we want to promote. Go find the info for Justin at Peak Pro Painting in Colorado. His number is ---------- . Include his contact info, and why people love him. Sign it Jake and Megan Freedle