Administrative Assistant (Database & CRM Focus) – Real Estate Division

We’re seeking an ultra-organized, self-motivated Administrative Assistant to help keep our fast-growing real estate business running smoothly behind the scenes.

This role focuses primarily on database management, CRM organization, and backend support — making sure everything in our real estate pipeline is accurate, updated, and efficiently documented. You’ll work closely with the CEO and administrative team to keep operations clean and streamlined.

What You’ll Do
- CRM & Database Management
Keep our lead and client records up-to-date and organized inside KVCore and other platforms. Tag, track, and maintain pipeline integrity across all stages.

- MLS Support
Upload real estate listings, maintain accuracy of property data, and manage listing documents using provided checklists and templates.

- Post-Closing Checklists & File Wrap-Ups
Assist in completing internal checklists after transactions close, ensuring each file is buttoned up for recordkeeping and compliance.

- Inbox & Calendar Management
Monitor and flag time-sensitive emails, update task tracking boards, and help the CEO and team stay on top of their priorities. The secret word is methodical, add it somewhere in your application form— it helps us know you’re detail-oriented.

- Ad Hoc Tasks (At CEO Discretion)
Special assignments will come up — research, formatting documents, preparing reports, or jumping in to help solve a one-time operational bottleneck.

You’ll Thrive in This Role If You...
Love creating order out of chaos
Notice the smallest errors in spreadsheets or forms
Can follow checklists and systems consistently without oversight
Are comfortable managing tasks independently but also know when to check in
Enjoy balancing routine work with occasional surprises or quick-turn projects
Are humble, coachable, and love being a quiet powerhouse behind a high-performance team

Tools We Use
CRM: KVCore, CRMGrow (experience with BoomTown, Top Producer, or Commissions Inc is a plus)
Platforms: MLS, Google Suite, Slack, Gmail, GoHighLevel, Wix, EventBrite
Project Tools: ---------- , Trello
File & Communication: Google Drive, Docs, Sheets, Calendar

Requirements
Proficiency in Excel/Google Sheets (filtering, sorting, basic formulas)
Must have an Onlinejobs.ph account to track the hours and SHOULD HAVE answered the English Grammar Test, DISC Personality Test, and the IQ Test
Computer or laptop, preferably with a backup
Amenable to do weekly meetings with the client
GREAT ATTENTION TO DETAIL
Familiarity with ---------- or Trello
Solid written English and ability to follow instructions precisely
Reliable internet and backup power plan
Available part-time from 8am to 12pm EST (with flexibility for urgent tasks)

Bonus Points For
Experience working with a real estate agent or brokerage (not required)
Familiarity with MLS uploading or U.S. real estate documents
A passion for systems, SOPs, and checklists
A calm, grounded personality with the ability to move fast when needed

How to Apply
We’re looking for someone who’s ready to support, stabilize, and streamline our backend operations. If that’s you, fill out the application form here:
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This is a long-term role with room to grow.
If you take pride in invisible but essential work and want to be part of a team that values consistency, accuracy, and heart — we’d love to hear from you.

This role is NOT for you if:

You rely on ChatGPT or AI for everything without doing manual thinking/research.
You need constant supervision and reminders.
You cannot meet deadlines or follow detailed written instructions.
If you are a highly organized and detail-oriented individual with a passion for supporting a dynamic team, we look forward to your application!