Virtual Assistant- Real Estate

Description

We are seeking a dependable and detail-oriented Virtual Assistant to support the day-to-day operations of a busy real estate office. This remote, part-time position will help agents stay organized by managing communications, coordinating appointments, maintaining property listings, conducting research, and completing general administrative tasks.

The ideal candidate is proactive, responsive, comfortable working independently, and able to manage multiple priorities with minimal supervision.

Schedule: 32+ hours per week

Work arrangement: Remote

Scheduling: Flexible, with the ability to organize your own schedule around business needs

Growth potential: Opportunity to take on additional responsibilities and hours over time

Performance review: Initial review after three weeks, with the potential for a compensation adjustment based on performance

Key Responsibilities:

• Communication and Scheduling
• Monitor and manage a shared email inbox
• Respond professionally and promptly to inquiries
• Coordinate meetings, property showings, and appointments
• Communicate with agents, clients, prospective tenants, and vendors
• Follow up on outstanding requests and scheduling needs

Property Listings and Market Research:

• Create, publish, and update residential sale and rental listings
• Maintain accurate property details, pricing, availability, and photos
• Post listings across platforms such as MLSListings, Zillow, Craigslist, TurboTenant, and Zumper
• Research properties, neighborhoods, rental rates, and local market information
• Assist with identifying, organizing, and screening prospective leads

Document and Administrative Support:

• Draft, format, proofread, and organize business documents
• Convert files between Microsoft Word, Excel, and PDF formats
• Complete accurate data entry and maintain organized digital records
• Update spreadsheets, trackers, and internal reports
• Assist with basic budget tracking and routine office administration
• Maintain clear electronic filing systems for easy document retrieval

Reporting and Accountability:

Provide a concise weekly update outlining completed work, open items, and upcoming priorities

Track assignments and follow through on deadlines

Communicate proactively when additional information or clarification is needed

Maintain accuracy, confidentiality, and professionalism when handling business and client information

Initial Priorities-

During the first several weeks, the Virtual Assistant will:

• Complete onboarding and establish access to the necessary systems and platforms
• Become familiar with internal processes and communication preferences
• Begin converting agent-provided property information into accurate, published listings
• Establish a consistent process for task tracking and weekly reporting
• Demonstrate reliable communication, accuracy, and timely completion of assignments

Additional Skills & Qualifications

• Previous experience in virtual assistance, administrative support, real estate operations, property management, or a related field
• Strong written and verbal communication skills
• Excellent attention to detail and organizational ability
• Proficiency with Microsoft Word, Excel, Outlook, and PDF documents
• Comfortable learning and navigating online listing platforms
• Ability to prioritize assignments and work independently in a remote environment
• Consistent access to a reliable computer, internet connection, and professional remote workspace
• Ability to handle confidential information with discretion
• Real estate or property-listing experience is preferred but not required

Experience Level

Intermediate Level

Job Type & Location

This is a Contract to Hire position based out of Saratoga, CA.

Pay and Benefits

The pay range for this position is $32.00 - $40.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract to Hire position based out of Saratoga, CA.

Application Deadline

This position is anticipated to close on Oct 27, 2026.

Workplace Type

This is a fully remote position.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.