Experienced Real Estate Assistant

This Is Not a Basic Data-Entry Position

Just the Best Property Group is looking for a highly reliable, resourceful, and detail-oriented Virtual Assistant who can help keep our leads, clients, agents, transactions, and business systems moving forward. We are a growing company, and this role is intended to grow with the right person. A team member who consistently demonstrates reliability, initiative, sound judgment, and strong results can earn greater responsibility, increased compensation, performance bonuses, and the opportunity to develop into a higher-level operations or leadership role as the company expands.

We are not looking for someone who waits to be reminded, disappears when a task becomes difficult, or marks work complete without confirming the result. We need someone who communicates early, follows through consistently, and takes ownership from assignment through completion. The right person has a determined-to-learn attitude. You may not know every answer on day one, but you know how to research using Google, YouTube, help centers, training resources, and other available tools. You ask thoughtful questions after first making a reasonable effort to solve the problem. You can think quickly and adapt when plans change, while still valuing structured systems, checklists, and consistency. You are optimistic, coachable, and comfortable with accountability because you see it as a tool for growth and excellent performance. You communicate clearly about your progress, questions, needs, deadlines, and mistakes.

At your core, you lead by serving. You are willing to encourage and support others, and you understand that greater opportunities are earned through contribution, reliability, sound judgment, and results.

What Success Looks Like
In this role, you will:

• Complete commitments accurately and on time without repeated reminders.
• Keep Alex and the team informed before a deadline is at risk—not afterward.
• Maintain accurate CRM records so every lead has a clear status, notes, and next action.
• Follow up consistently so qualified opportunities do not fall through the cracks.
• Learn unfamiliar tools and processes independently, then document what you learned.
• Catch missing information, inconsistencies, and unfinished work before they become problems.
• Bring possible solutions when raising an issue.
• Protect confidential client, financial, and transaction information.

Core Responsibilities
1. CRM and Database Management

• Maintain a large and frequently changing client and prospect database in Brivity or a future CRM.
• Keep records, stages, tags, notes, tasks, and next-follow-up dates accurate and current.
• Identify duplicate, incomplete, stale, or incorrectly categorized records.
• Import, export, clean, organize, and validate CSV and Excel files without losing or corrupting data.

2. Lead Follow-Up and Communication

• Contact prospective and current clients by phone, text, and email .
• Use approved scripts, thoughtful questions, active listening, and motivational interviewing principles to qualify leads and move them through the pipeline.
• Maintain proactive short- and long-term follow-up so no viable lead is forgotten.
• Communicate warmly and professionally both on and off the phone.
• Accurately document every meaningful interaction and next step in the CRM.

3. Team Leader and Executive Support

• Learn Alex’s schedule, priorities, communication preferences, and work style.
• Take clear, concise meeting notes and convert decisions into assigned action items with deadlines.
• Manage, delegate, or minimize distractions that interfere with the team’s highest-value priorities.
• Monitor commitments and follow up with the appropriate person until each item is resolved.
• Prepare Alex for meetings and regularly scheduled Zoom calls.

4. Systems and Process Implementation

• Help build, implement, and improve processes for buyers, sellers, lead generation, database management, transaction support, and team operations.
• Use checklists, templates, automations, and quality-control steps to make work more consistent.
• Notice breakdowns and recommend practical improvements.

5. Operations Manual Management

• Create and maintain a clear, usable operations manual.
• Document workflows, responsibilities, scripts, templates, standards, and step-by-step procedures.
• Update documentation when a process changes rather than allowing instructions to become outdated.

6. Tracking and Reporting

• Track and report key activities and results, including calls, conversations, appointments, leads generated, contracts, closings, and follow-up completion.
• Build and maintain organized Google Sheets and Excel trackers.
• Use formulas, filters, lookups, conditional formatting, multiple-sheet references, and basic data analysis—not only data entry.
• Review reports for missing or inconsistent data and explain what the numbers indicate.

7. Agent and Client Support

• Assist multiple agents with contact management, client inquiries, appointment scheduling, reminders, and follow-up systems.
• Keep requests organized by priority and deadline.
• Provide professional, service-oriented communication while maintaining appropriate boundaries and confidentiality.

8. Marketing Support

• Assist with newsletters, follow-up campaigns, items of value, MOFIRs, and other email marketing through platforms such as Flodesk or Mailchimp.
• Coordinate and, when needed, create social media posts and simple videos using Canva and CapCut.
• Proofread content, check links and details, schedule approved materials, and confirm successful publication or delivery.

9. Transaction Coordination Support

• Help track pending transactions from contract through closing.
• Monitor dates, documents, signatures, contingencies, and outstanding action items.
• Communicate professionally with agents, clients, lenders, attorneys, inspectors, vendors, and other parties as directed.
• Handle confidential documents and information carefully.

10. Client Event Coordination

• Assist with planning and executing client events.
• Research and communicate with venues and vendors, manage invitation lists and RSVPs, organize timelines, and track details through completion.

Non-Negotiable Qualifications

• A demonstrated record of excellent reliability, attendance, and follow-through in remote work.
• Strong spoken and written English suitable for professional client communication.
• Confidence making and receiving phone calls with U.S.-based prospects and clients.
• Strong attention to detail and the habit of checking work before submission.
• Ability to prioritize multiple assignments, maintain task lists, and meet deadlines without constant supervision.
• Intermediate or advanced Google Sheets and Excel skills, including formulas and working across multiple sheets.
• A dependable computer, stable high-speed internet, professional headset, quiet work environment, and a realistic backup plan for power or internet interruptions.
• Experience managing a CRM or another complex database.
• Strong research and problem-solving ability.
• Ability to learn software quickly and document repeatable processes.
• Consistent availability during the agreed schedule and for regular Zoom meetings.

Strongly Preferred

• Experience supporting a U.S. real estate agent, team, brokerage, or transaction coordinator.
• Experience with Brivity or a comparable real estate CRM.
• Experience with lead follow-up, inside sales, appointment setting, or client care.
• Experience with Google Workspace, Microsoft Excel, Canva, CapCut, Flodesk, Mailchimp, and task-management tools.
• Experience creating SOPs, maintaining operations manuals, or producing KPI reports.
• Familiarity with U.S. real estate transactions, terminology, and deadlines.

This Role Is Probably Not a Fit If You

• Frequently miss shifts, meetings, or deadlines.
• Need repeated reminders to complete routine responsibilities.
• Avoid phone calls or are uncomfortable initiating follow-up.
• Stop when instructions are incomplete instead of researching, thinking, and asking a focused question.
• Hide mistakes, delays, or uncertainty.
• Submit work without checking its accuracy or confirming that the intended result occurred.
• Are balancing another full-time job during the hours committed to this role.

How to Apply
Please follow every instruction below. Applications that omit a required item will not move forward.
1. Begin your application with the exact phrase: BEST — [Your Full Name].
2. Write 5–8 sentences explaining why this specific position fits your experience and working style. Do not send a generic cover letter.
3. State the U.S. Eastern Time hours you can work and describe your power and internet backup plans for when it may go out.
4. Include a link to a 60–90 second video introduction.
Answer these questions:

• Describe what you're looking for in a role? Are you looking for full time, part time, long term etc.
• Rate your Excel/Google Sheets ability from 1–10 and your favorite features.
• Describe your experience with CRMs, lead follow-up whether through phones or other means, real estate transactions, SOPs, and reporting. Be specific about your responsibilities.

7. Include one redacted work sample that demonstrates organization or technical skill, such as a spreadsheet, KPI report, SOP, CRM workflow, project tracker, or marketing calendar. Remove all confidential information.

8. Provide the names, positions, and contact information of two recent professional references who directly supervised your work. References will be contacted only for finalists. Finalists should expect at least 2 rounds of live interviews. Employment will begin with a structured introductory period with clear expectations for attendance, communication, accuracy, learning, and completed results.

We are looking for a long-term team member who wants to grow through meaningful responsibility. This is an opportunity to join a growing company where suc