Title: Virtual Assistant (Commercial Real Estate)

Location Preference: Philippines
Hours: Full-time, typical working hours starting between 5 and 6 AM Mountain Time (7 and 8 AM Eastern)
Salary: USD $1,000–$1,200/month

Overview:

The Commercial Real Estate Assistant provides administrative, marketing, and transaction support to myself and my team as it grows. This role ensures smooth operations of property listings, client communications, and deal coordination from listing to closing with a high level of customer service and administrative tasks.

Key Responsibilities

Administrative Support

• Manage calendars, schedule appointments, and coordinate meetings.

• Answer and direct phone calls; respond to emails professionally.

• Maintain organized electronic and physical filing systems.

• Keep CRM systems and property databases updated.

Transaction Coordination

• Assist in preparing LOIs, contracts, and addenda under supervision.

• Coordinate due diligence by collecting leases, rent rolls, surveys, etc.

• Track key dates: contingencies, inspections, financing, and closings.

• Communicate with attorneys, title companies, lenders, and clients.

Marketing & Promotion

• Create and update property flyers, brochures, and offering memorandums.

• Upload listings to platforms (LoopNet, CoStar, MLS, Crexi).

• Manage social media posts for property marketing and branding.

• Organize and send e-mail campaigns using Mailchimp or similar tools.

• Order, track, and coordinate signage installation/removal.

Research & Analysis

• Conduct market research and compile comparable sales/rent reports.

• Gather property ownership data and investor contact information.

• Enter accurate property details into listing databases.

Financial & Reporting Support

• Prepare rent roll summaries, basic pro formas, and expense breakdowns.

• Track marketing expenses and submit invoices.

• Prepare weekly broker activity reports and pipeline summaries.

Qualifications

• Strong organizational and communication skills.

• Proficiency in Microsoft Office, Google Workspace, DocuSign, Zoho, MailChimp and others.

• Familiarity with listing platforms like LoopNet, CoStar, and MLS.

• Ability to manage multiple tasks with attention to detail.

• Basic understanding of real estate terminology and contracts.

✅ Checklist of Tasks

Daily

• Respond to emails and phone calls.

• Update CRM with new leads and property info.

• Manage broker’s calendar and schedule appointments.

• Post new property listings online.

Weekly

• Prepare and distribute property marketing materials.

• Post social media updates for active listings.

• Track deal milestones and update transaction status.

• Create and send email blasts to client database.

• Prepare weekly activity or pipeline reports.

Monthly

• Audit CRM and database for accuracy.

• Review marketing performance metrics.

• Coordinate signage installation/removal for new/closed listings.

• Assist with monthly expense reporting.

As Needed

• Prepare LOIs, contracts, and amendments under broker supervision.

• Assist with due diligence document collection and organization.

• Research market data and prepare comp reports.

Virtual Assistant (Commercial Real Estate) - 18332