Real Estate Transaction and Listing Coordinator using GO HIGH LEVEL

Real Estate Transaction & Listing Coordinator / Executive Assistant (Go High Level CRM Experience Required)
We’re looking for an energetic, detail-obsessed Real Estate Assistant who thrives on checklists, calendars, and client communication. This position combines Transaction Coordination, Listing Management, Marketing Support, and Executive Assistance for a high-producing agent in Central Virginia. Work on a team with the Agent and another Virtual Assistant to grow the business and improve the systems together. We care about each other AND our clients!
Go High Level CRM experience is non-negotiable.

Primary Responsibilities:
Transaction Coordination (Contract to Close):
Manage all contract-to-close processes for both listings and buyer sides

Track deadlines and keep a tight transaction calendar

Order inspections, coordinate with vendors, and keep clients fully informed

Draft addenda (price changes, inspection repairs, post-ratification docs, etc.) after consultation with the agent

Review inspection forms and write repair addenda

Enter key contract info into CRM to trigger automated workflows

Confirm all signatures and required documents are completed on time

Listing Coordination (Pre-Listing to Contract):
Schedule and coordinate cleaning, photography, staging, and signage

Draft engaging MLS listing descriptions using Agent's ChatGPT notes provided

Manage Notion board for virtual assistant marketing deadlines

Edit and prepare listing brochures and booklets using Hope’s ChatGPT content

Schedule and oversee listing feedback collection, showing reports, and weekly seller updates

Implement reverse prospecting and prepare ShowingTime setups

Coordinate lockbox and sign installation with our runner

Input Open House leads and trigger CRM workflows

Order Just Listed / Just Sold postcards using Mailbox Power

Executive Assistant Support:
Maintain and update Agent’s calendar and time blocks

Confirm client appointments, prepare packets

Assist with CMA preparation (MLS Matrix, Canva templates) Tutorial provided.

Draft and edit purchase agreements, amendments, and inspection addenda for review

Schedule Hope’s calls and client consultations for negotiations

Keep CRM and Notion up-to-date for maximum efficiency. Templates provided.

Monitor MLS Portals and OneHome App for client engagement

Trigger workflows in Go High Level and tag new leads

Research, draft, and remotely print Real Estate Reviews annually for our sphere of influence. Tutorials provided.

Suggest improvements in systems, processes, and client experience

What You Need to Succeed:

Type "HGRE123" in the Subject Line of your application: this is a requirement.

At least 6 months-1 year+ of experience in real estate admin, TC, or Listing Coordination

Proficiency in Go High Level CRM (this is 100% required—no exceptions)

High comfort level with MLS/Matrix, Canva (templates provided), Notion, ShowingTime, and Google Workspace

Exceptional communication and follow-through, respond QUICKLY to texts using OpenPhone and email using Gmail

Ability to manage fast-moving deadlines and juggle multiple priorities

Positive attitude with a solutions-first mindset

Must love systems, details, and clients

Learn from our online video tutorials and Notion task cards, make suggestions for improvements and efficiency

Provide daily report of tasks completed to the Agent