Job Title: Virtual Assistant – Real Estate Operations

Location: Remote
Hours: 40 hours/week (U.S. EST overlap required)
Industry: Residential Real Estate – NYC

About the Role:

• We are a fast-growing NYC real estate team seeking a highly organized, proactive, detail oriented Virtual Assistant to support day-to-day operations, transaction coordination, marketing systems, and backend workflows.
• This is a long-term position for someone who thrives in structured systems, loves checklists, and can take ownership of processes.

Key Responsibilities:

Transaction Coordination & Deal Management:

• Create and manage deal sheets
• Track contracts from offer → in contract → closing
• Organize board packages (co-ops & condos)
• Track deadlines and contingency timelines
• Prepare REBNY financial forms for clients
• Maintain closing calendar

Client Experience & Operations:

• Send client onboarding emails and checklists
• Manage moving checklists and vendor referrals
• Maintain preferred vendor list (lenders, inspectors, insurance, movers)
• Maintain CRM (follow-ups, tags, pipeline tracking)
• Schedule client showings
• Draft templated responses and communications

Marketing & Listing Support:

• Upload listings to MLS
• Coordinate photography, staging, floor plans
• Prepare listing brochures and email campaigns
• Create Canva templates (if skilled)
• Update website listings
• Track marketing analytics

Systems & Workflow Development:

• Build and maintain Trello boards
• Maintain Standard Operating Procedures for recurring processes
• Improve workflows and suggest automation
• Maintain digital filing systems (Google Drive)
• Organize inbox folders and templates

Required Skills:

• Experience in real estate operations (preferred)
• Strong written English
• Extremely detail-oriented
• Deadline-driven
• Organized and systems-minded
• Familiar with Google Workspace
• Comfortable learning Real Estate forms
• Comfortable working EST hours

Bonus Skills:

• Experience with NYC co-op board packages
• CRM experience (FollowUpBoss)
• Canva or basic design skills
• Trello workflow creation
• MLS experience
• Social media scheduling

What We're Looking For:

• Proactive (not waiting for direction constantly)
• Calm under pressure
• Tech-savvy
• Process-oriented
• Growth-minded
• Professional and discreet

Required documents:

• Resume