Virtual Assistant – Real Estate (Florida Licensed Contract Experience Preferred)

Job Title: Virtual Assistant – Real Estate (Florida Licensed Contract Experience Preferred)
Location: Remote
Reports To: Tika Van Den Hurk, Senior Director of Luxury Sales, Douglas Elliman
Hours (E.S.T.): 11-4, Monday to Friday *PLUS* 5 flex hours on nights/weekends
Hours/week: 30 (minimum)

Overview:
We are seeking a highly organized, detail-oriented, and tech-savvy Virtual Assistant with experience in real estate transactions, preferably with contract knowledge specific to Florida. This role supports a top-producing luxury real estate agent and requires excellent communication, coordination, and time management skills. The ideal candidate thrives in a remote setting and is proactive, reliable, and experienced in managing real estate processes from listing to closing.
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Key Responsibilities:
Contract & Transaction Management
• Draft and prepare Florida real estate contracts and offer letters under supervision for review and submission
• Assist in contract tracking, deadlines, and documentation management
• Ensure all documents are organized and saved appropriately in Dropbox
MLS & Listing Coordination
• Input new listings into MLS with accuracy and attention to detail
• Organize and label listing photos; maintain listing folders in Dropbox
• Write compelling property descriptions for MLS and marketing use
• Verify that listings are properly syndicated across major real estate platforms (Zillow, ---------- , etc.)
Marketing & Client Communication
• Create feature sheets, brochures, and social media graphics
• Draft and schedule email marketing campaigns and listing promotions
• Update and track Zillow listing metrics and property views for seller reporting
• Prepare and send regular activity reports to sellers
CRM & Lead Management
• Maintain and update CRM (Zillow, and others) with client notes and contact details
• Classify leads based on type and interest level
• Track buyer activity and properties of interest
Scheduling & Showings
• Coordinate and confirm showing appointments on designated properties
• Prepare and share a clear showing schedule for Tika
Administrative Support
• Monitor and screen incoming emails, flagging key messages for Tika’s attention
• Perform light research tasks and assist with special projects as needed
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Qualifications:
• Prior experience as a real estate assistant or transaction coordinator
• Familiarity with Florida real estate contracts and practices
• Proficient in MLS input, Dropbox, Google Workspace, Canva, and CRM tools like Zillow Premier Agent
• Strong written communication and content creation skills (descriptions, emails, brochures)
• Tech-savvy and comfortable with remote tools like Zoom, Google Meet, and cloud-based file systems
• Highly organized, detail-focused, and responsive
• Able to work independently while following clear direction
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Work Environment:
This is a remote position with a flexible schedule, although availability during core weekday hours is required. You must have a high-speed internet connection, a reliable computer, and the ability to communicate via Zoom or phone as needed.