Real Estate Operations & Listing Coordination Virtual Assistant

Title: CPT-11778 Real Estate Operations & Listing Coordination Virtual Assistant

Independent Contractor – CPT-11778 Real Estate Operations & Listing Coordination Virtual Assistant/Real Estate VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A Texas real estate broker operating a virtual residential real estate business is seeking a dependable and proactive Real Estate Operations Assistant to become a trusted day-to-day support resource across the business.

The primary goal is business continuity. The client wants an assistant who can keep routine operations moving when he is busy, traveling, unavailable, or focused elsewhere. The role will support approximately 50 listings per year along with rental listings, transaction administration, inbox coverage, CRM organization, marketing execution, and recurring real estate operations.

The client has established SOPs, checklists, templates, Google Drive resources, and AI-supported workflows. The VA should be comfortable taking ownership of approved administrative processes while understanding that pricing decisions, negotiations, contract interpretation, real estate advice, and other activities requiring a Texas real estate license remain with the broker or another authorized license holder.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Listing Preparation & Support

• Organize seller information, property details, photos, and supporting documents
• Prepare MLS data-entry drafts and listing materials from verified information and the broker’s instructions
• Coordinate photography, photo editing, floor plans, approved virtual staging, and other listing vendors
• Prepare listing descriptions and marketing materials for the broker’s review
• Set up showing services, maintain launch checklists, and summarize showing activity and feedback
• Complete approved listing updates and flag missing information or potential issues

Rental Listing Support

• Organize landlord and property information, photos, and records
• Prepare rental listing drafts and approved updates for MLS and other platforms
• Handle routine administrative messages using approved information and scripts
• Track application materials and signature requests, and route substantive rental questions to the broker

Documents & Transaction Coordination

• Prepare document packages using the forms and information the broker directs
• Send approved signature requests and track their status
• Keep records organized in the transaction management, brokerage back-office, and file storage systems
• Track deadlines and upcoming dates, and flag missing documents and delays
• Request authorized documents or factual status updates from clients, title companies, lenders, HOAs, and vendors

CRM, Research & Client Follow-Up

• Keep contacts, notes, and follow-up tasks current in the broker’s AI-connected CRM
• Suggest clients to follow up with and clients to ask for reviews
• Prepare prioritized follow-up lists and draft messages for review
• Gather property facts and comparable-market materials for CMAs and pricing opinions (the broker makes all pricing recommendations)

Marketing & AI Tools (Secondary)

• Create graphics, newsletters, social posts, and short videos using AI and design tools
• Write effective AI prompts and check AI output against reliable information
• Schedule approved content and maintain a content calendar and asset library
• Support social media and client outreach when time allows

Inbox, Phone & Travel Coverage

• Monitor the business inbox and respond to routine items when the broker is away
• Use a dedicated business email and a U.S. phone and text line for routine calls and messages
• Take accurate notes, document next steps, and route matters needing judgment to the broker or a designated licensed backup
• Follow an agreed coverage plan when the broker is traveling

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• U.S. residential real estate experience (listing support, transaction administration, rentals, or real estate marketing) required
• Strong written and spoken English and a professional phone manner required
• Strong organization, accuracy, and follow-through required
• Practical ChatGPT skills, including writing prompts and checking AI output, required
• Comfort learning new and client-specific software and following written SOPs required
• MLS and listing coordination experience strongly preferred
• Transaction coordination experience strongly preferred
• Experience with additional AI tools preferred
• Texas real estate experience is a plus

IDEAL CANDIDATE PROFILE

• Experienced in U.S. residential real estate operations
• Dependable, proactive, and comfortable owning routine workflows
• Organized and accurate with several open tasks and deadlines
• Professional on the phone and in writing
• Practical with AI tools and careful to check AI-generated work
• Comfortable following written procedures and improving them
• Discreet with client information
• Knows when to escalate rather than decide

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Google Workspace / Google Drive
• ChatGPT (Client-Provided Paid Account)
• Quo – U.S. Phone and Text Line
• MLS Systems
• Jointly – Transaction Management (Training Provided; Not Required)
• Brokerage Back-Office / Compliance System (Training Provided)
• Dropbox
• Social Media Scheduling & Marketing Tools

Work Schedule

• Contracted Hours per Week: 20–40 hours/week (Full-Time Availability Required)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Approximately 9:00 AM–5:00 PM CT – Exact Schedule to Be Agreed

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Real Estate VA
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 20–40 hours/week (Full-Time Availability Required)
• Daily Working Time: Approximately 9:00 AM–5:00 PM CT – Exact Schedule to Be Agreed
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A–B (Native or Near-Native English Accent Required)
• REGION PREFERENCES: Offshore or Nearshore

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!