Virtual Assistant / Real Estate Operations Coordinator
We are a growing real estate sales and new development team looking for a highly organized, proactive Virtual Assistant / Operations Coordinator to support our day-to-day operations.
This role will work directly with the team principals and will be involved across new development launches, rentals, sales, sourcing, marketing, transaction coordination, websites, social media, and internal reporting.
The goal of this position is to keep the operational side of the business organized and moving forward so the sales team can focus on relationships, business development, showings, negotiations, and closing deals.
Position: Virtual Assistant / Real Estate Operations Coordinator
Location: Remote
Schedule: 9am – 5pm / EST
Compensation: Per hour + % of New Dev incentives
Start Date: September 2026
Reports To: Team Principals
Responsibilities
- Projects, Buildings & New Development Launches
Coordinate preparation of new buildings and projects for marketing launch; maintain launch checklists and timelines; coordinate internally with marketing, design, photographers, videographers, floor-plan vendors, copywriters, and other resources; gather and organize floor plans, photography, videos, renderings, descriptions, pricing, availability, amenities, and building information; coordinate preparation of websites, show sheets, brochures, presentations, listing materials, and marketing assets; handle MLS/platform registrations, contracts, account setup, renewals, and billing; upload available units to appropriate listing platforms; update pricing, concessions, availability, and unit information; remove rented or sold inventory promptly; audit listings across platforms to ensure information is consistent and accurate; maintain organized folders containing all marketing and building assets.
Handle incoming showing requests; communicate with prospective renters and agents; schedule, confirm, reschedule, and cancel appointments; maintain the team's showing calendar; send appointment reminders and access instructions; conduct follow-up after showings; maintain organized prospect records and notes; assist clients with rental application submissions; collect required application documents; coordinate with applicants to obtain missing documentation; prepare complete application packages for brokerage processing; track application status, approvals, deposits, payments, lease signing, and move-in dates; communicate updates between clients, agents, management, ownership, and brokerage as directed; maintain rental availability and leasing trackers.
- Sales Operations & Transaction Coordination
Handle showing requests and appointment scheduling; communicate with buyers, sellers, agents, and other parties regarding scheduling and logistics; follow up with prospects after showings; assist with preparation and submission of offers at the direction of the licensed agents; collect supporting documents including proof of funds, pre-approval letters, disclosures, and other required paperwork; maintain transaction checklists and track important deadlines from accepted offer through closing; coordinate communication between clients, attorneys, lenders, title companies, inspectors, appraisers, developers, management companies, and brokerage staff; assist with scheduling inspections, appraisals, walkthroughs, and closings; track deposits and brokerage paperwork; gather property-related documents such as fire certificates, lead-based paint disclosures, certificates of occupancy, smoke/carbon monoxide certifications, condominium documents, and other required documents; maintain complete transaction folders; follow up on outstanding items before closing.
- Lead Management & CRM (FollowUpBoss)
Maintain the team's CRM; enter new leads promptly and accurately; categorize leads by source, project, property, buyer, renter, seller, developer, investor, and status; assign follow-up dates; make sure no active lead goes without follow-up; maintain notes from conversations and interactions; identify leads that have gone cold and need renewed outreach; maintain buyer, renter, developer, investor, and agent databases; assist with email campaigns, property announcements, and database communication as directed; track lead sources and conversion rates.
- Business Development & Project Sourcing
Research potential new developments, rental buildings, condo projects, development sites, and other business opportunities; identify property owners and developers; research decision-makers and gather available phone numbers, emails, company information, project information, and ownership information; maintain an organized prospecting database; research upcoming developments, approved projects, construction activity, and new opportunities in target markets; help prepare prospect lists for outreach; keep records of outreach and follow-up; continually maintain and improve the team's pitch deck, case studies, portfolio, statistics, and marketing materials; customize pitch materials for specific developers and opportunities when necessary.
- Website & Online Presence (Luxury Presence, Serhant)
Maintain property listings on team websites; update listings on SERHANT. and other approved brokerage platforms; make sure sold, rented, unavailable, or withdrawn properties are updated promptly; update pricing, incentives, availability, descriptions, photographs, and other listing information; audit Zillow, StreetEasy, MLS syndication, Google, brokerage websites, and other online sources for incorrect or outdated information; report and help resolve discrepancies; make sure branding, contact information, property details, and availability remain consistent across platforms.
- Social Media & Marketing Support (Instagram, LinkedIn, Rechat)
Maintain an organized calendar of available, new, rented, sold, under-contract, and coming-soon inventory; provide the social media/marketing team with accurate property information and assets; help prepare basic posts and property updates; coordinate posting of new listings, price changes, rented properties, sold properties, closings, launches, and other milestones; maintain folders of approved photos, videos, reels, captions, and marketing materials; make sure online marketing reflects current inventory, maintain newsletters.
- Team Trackers & Reporting
Maintain spreadsheets and dashboards covering rental activity, sales activity, listings, applications, deals under contract, closings, commissions, pipelines, sourcing efforts, developer outreach, lead generation, and building performance; update trackers consistently so information is current; track team activity and important KPIs; prepare a weekly summary showing new leads, showings, applications, offers, leases signed, contracts signed, closings, new opportunities, outstanding tasks, and deals requiring attention; flag overdue items and upcoming deadlines; maintain clean and accurate records rather than waiting for the principals to request updates.
- Calendar, Inbox & Administrative Support
Help maintain the team's shared calendars; schedule meetings, calls, property appointments, inspections, closings, presentations, and other events; assist with organizing and prioritizing incoming emails; flag urgent messages requiring principal attention; draft routine responses for approval when appropriate; maintain recurring reminders for deadlines, renewals, listing expirations, contracts, billing, platform subscriptions, and important follow-ups; organize digital folders and documents so information can be located quickly.
- Vendor & Resource Coordination
Maintain contact information for photographers, videographers, floor-plan companies, staging companies, graphic designers, printers, sign companies, contractors, cleaners, movers, locksmiths, and other vendors; schedule vendors when requested; confirm appointments and deliverables; follow up on outstanding work; organize invoices and billing records; maintain preferred vendor lists and pricing information.
- Systems, SOPs & Process Improvement
Create and maintain step-by-step checklists for recurring processes including building launches, new listings, rental applications, sales transactions, closings, marketing launches, and developer pitches; document procedures so tasks are handled consistently; create templates for emails, follow-ups, showing confirmations, document requests, application instructions, listing launches, and other repetitive communications; identify inefficient processes and recommend ways to automate or simplify them; help build a centralized operating system for the team rather than relying on information being scattered across email, text messages, spreadsheets, and individual files.
- Quality Control & Compliance Support
Review listings, marketing materials, applications, transaction folders, websites, and trackers for missing or inconsistent information; ensure required brokerage documents are collected and submitted; maintain organized records for brokerage review; protect confidential client and transaction information; follow brokerage policies regarding document handling, advertising, fair housing, data security, and communications.
Because this is a Virtual Assistant position, the VA should not independently perform activities that require a real estate license, including negotiating deal terms, giving real estate advice, representing clients, or making representations on behalf of the brokerage unless specifically permitted by the brokerage and applicable licensing rules. Licensed activity and negotiations remain the responsibility of the licensed agents.
Ideal Candidate
The ideal candidate is extremely organized, responsive, resourceful, comfortable working independently, and capable of managing many small moving pieces without losing track of deadlines. Strong written English and professional communication skills are essential.
Real estate experience is strongly preferred, particularly experience with rentals, sales transactions, MLS systems, CRM platforms, transaction coordination, new development, or property marketing.
The candidate should be comfortable with Google Workspace, Microsoft Office/Excel, spreadsheets, calendars, CRM systems, Canva or similar marketing tools, MLS/listing platforms, electronic signature platforms, cloud file storage, and learning new software.
Most importantly, we are looking for someone who takes ownership. We do not want every task to require a reminder. When something is outstanding, the expectation is that the VA follows up, updates the tracker, escalates the issue when necessary, and helps move it toward completion.
Performance Expectations
Success in this role means that leads do not get lost, showing requests are responded to quickly, calendars remain accurate, listings are current, applications and transactions have complete documentation, deadlines are not missed, websites accurately reflect inventory, trackers are updated, developer prospects are continually added to the pipeline, and the team principals have a clear picture of the business without needing to personally chase information.
A weekly operations report will be expected summarizing what was completed, what remains outstanding, upcoming deadlines, active transactions, active applications, showing activity, pipeline changes, and items requiring principal attention.
Growth Opportunity
This role is intended to grow with the team. As our sales, rental, new development, and developer business expands, the person in this position can take increasing ownership of team operations and grow into an Operations Manager overlooking a team. We are looking for somebody who can then hire, train and manage additional team members.
We are looking for someone interested in becoming an important long-term member of the team rather than simply completing isolated administrative tasks.
Compensation
We are starting with hourly rate, but this position will be heavily incentivized with on project basis.
Ramp up period
We are not expecting the VA to perform everything at once. This long description is to set expectation long-term.