Real Estate Operations Marketing Coordinator

Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role

We’re seeking a Real Estate Operations & Marketing Coordinator. This role is designed for a highly organized, proactive, and detail-oriented professional with experience supporting U.S.-based real estate teams.

You'll play a key role in managing real estate operations, coordinating transactions, maintaining CRM systems, executing marketing initiatives, supporting lead management, conducting market research, and providing executive-level administrative support to ensure smooth day-to-day business operations.

Location: Must be in Philippines – Remote.

Environment: Philippines and International Teams.

Language: Advanced English (B2+ - C1).

Timezone: Monday to Friday – 9:00 AM to 6:00 PM EST.

Contract: Full-time Contract.

Requirements

• Education: Bachelor's degree or technical degree in Business Administration, Marketing, Real Estate, Communications, or a related field (preferred).
• Experience:
• 3+ years of experience supporting a U.S.-based real estate team, brokerage, agent, or real estate business.
• Proven experience with real estate transaction coordination from contract to closing.
• Hands-on experience with KVCore or a similar real estate CRM.
• Experience managing CRM automations, database segmentation, and lead follow-up workflows.
• Experience supporting marketing execution, social media coordination, and content scheduling.
• Experience working remotely with U.S.-based clients.
• Skills:
• Strong English written and verbal communication.
• Transaction coordination and deadline management.
• KVCore or comparable CRM administration.
• Google Workspace and Microsoft Office.
• Canva and social media management tools.
• CRM reporting and database management.
• Lead follow-up and pipeline management.
• Market research and reporting.
• Strong organizational and multitasking abilities.
• Characteristics:
• Highly organized and detail-oriented.
• Proactive with strong follow-through.
• Independent and self-motivated.
• Strong problem-solving and critical thinking skills.
• Excellent time management.
• Professional client-facing communication.
• Ability to prioritize multiple projects in a fast-paced remote environment.
  
  

Responsibilities

Real Estate Transaction Coordination

• Manage transaction timelines from contract to close.
• Coordinate with title companies, lenders, inspectors, agents, clients, and other transaction stakeholders.
• Track key dates, contingencies, documentation requirements, and closing milestones.
• Maintain organized digital transaction files and ensure required documentation is accurate and complete.
• Proactively follow up to avoid delays, missed deadlines, or communication gaps.
  
  

CRM Administration & KVCore Management

• Maintain and optimize KVCore and related real estate CRM systems.
• Clean, tag, segment, and categorize contacts for strategic follow-up.
• Build, monitor, and update automated follow-up campaigns, workflows, and database lists.
• Pull, review, and summarize CRM reports to support sales and marketing decisions.
• Maintain data integrity and identify opportunities to improve CRM structure, usage, and automation.
  
  

Marketing & Social Media Coordination

• Create, format, and schedule marketing content using Canva and social media tools.
• Prepare content for listings, open houses, promotions, and local market messaging.
• Coordinate listing launches, campaigns, social posts, and Facebook group activity.
• Repurpose content across platforms while maintaining brand consistency.
• Track engagement metrics and recommend improvements based on performance.
  
  

Lead Follow-Up & Sales Support

• Conduct timely follow-up with inbound leads and database contacts.
• Track lead activity, conversation history, next steps, and outcomes in the CRM.
• Support appointment setting, pipeline tracking, and ongoing prospect nurturing.
• Escalate high-priority opportunities and ensure no lead or follow-up item falls through the cracks.
  
  

Market Research & Reporting

• Conduct local market research, competitive analysis, and neighborhood/opportunity reviews.
• Prepare listing presentations, data summaries, and market-related reports.
• Assist in identifying geographic, demographic, and database opportunities for outreach.
• Support implementation of training systems and operational processes such as Level Up.