Virtual Assistant – Real Estate Operations

We’re looking for a proactive, detail-obsessed Virtual Assistant who thrives in a fast-paced, real estate environment.? You’ll work directly with a top-producing agent/team, playing a mission-critical role in keeping the business organized, clients cared for, and transactions on track. If you’re the kind of person who creates order out of chaos, thrives on structure, and can anticipate needs before they arise—you’ll love this role.
Your Mission
To ensure every listing, contract, client interaction, and marketing activity runs smoothly behind the scenes—so the agent can stay in front of clients and close deals.
Core Responsibilities

1. Daily & Weekly Operations
Manage the agent’s daily schedule and prep them for appointments
Handle all incoming emails, prioritize, and respond when appropriate
Maintain ongoing communication with the agent and team
Complete and submit a Daily Recap Report
Monitor and update client database Keller Williams Command
Track and report weekly, monthly, and annual business goals

2. Client Communication & File Management
Review all active files daily and ensure nothing falls through the cracks
Monitor escrows, listings, and closings from contract to close and beyond
Maintain client records and complete all data entry with precision
Send follow-up letters and client communications at key milestones
Schedule photo shoots, inspections, appraisals, and coordinate all parties
Prepare and submit under contract and closing packages with professionalism
Track all important deadlines and proactively follow up with clients, lenders, attorneys and cooperating agents

3. Listings Coordination
Set up seller interviews and create full digital files in all required platforms
Coordinate home prep including inspections, photography, floor plans, etc.
Prepare and upload MLS drafts, directions, photos, and marketing remarks
Send drafts to clients for approval and manage Just Listed campaigns
Post listings to social media and email blasts to top agents
Assign lockboxes, schedule showings, request and monitor all feedback
Provide weekly listing activity reports (calls, showings, ad metrics, etc.)

4. Contract-to-Close Support
Send contracts to clients, lenders, and attorneys immediately upon execution
Update transaction info in all systems (Command and Commitment to Excellence)
Coordinate inspection timelines and track all repairs/agreements
Communicate with lenders and agents weekly on loan and appraisal status
Send reminders and prep clients for closing with required documentation and logistics
Order and send closing gifts, draft thank you notes, send client Google review requests

5. Marketing & Social Media
Edit, schedule, post, and monitor all social media content and paid ads
Track effectiveness of campaigns and suggest improvements
Manage prospective client mailings, holiday cards, Just Listed/Just Sold cards
Upload and tag contacts, segment audiences, assign and create SmartPlans and marketing plans
Create and oversee email marketing campaigns, social media and SEO strategies to grow brand and team awareness and sales.
Create marketing pieces through Canva

What You’ll Need to Succeed
Experience in real estate operations, marketing, or transaction coordination (preferred)
Excellent written and verbal communication
Strong tech skills: Canva, Keller Williams Command, Docusign, and on Social Media: Facebook, Instagram and TikTok
Extreme attention to detail and follow-through
Ability to self-manage and prioritize without hand-holding
High-level organization and consistency
A commitment to confidentiality and professionalism

Bonus if You…
Have experience supporting a high-volume agent or team
Love systems, checklists, and clean processes
Have a creative eye for marketing and social media

Who I Am:
I’m Kimberly Tapscott, a top-producing REALTOR® with nearly two decades of experience, I’m known for blending sharp negotiation skills with a heart for service and community. I lead with integrity, creativity, and a deep commitment to delivering an exceptional client experience at every stage. My business thrives on relationships, strategic marketing, and a passion for helping people find where they truly belong.
Visit my social media handles TikTok and ---------- for get to know me better and review my Google reviews to see what my clients say about me

To Apply:

Email your resume, a short video introducing yourself outlining any relevant experience to .
Examples of past successes and samples of any creative work you’ve completed
In the subject line put your favorite color



We’re not looking for a task taker. We’re looking for a partner who can own their lane and help the business grow.? If that’s you, we can’t wait to meet you.