Real Estate Virtual Assistant

REAL ESTATE VIRTUAL ASSISTANT — Sold in Fewer Days Team | Keller Williams Real Estate

POSITION SUMMARY:
The Sold in Fewer Days Team, a high-performing real estate team under Keller Williams Real Estate, is seeking a proactive and detail-oriented Executive Assistant to provide high-level administrative, operational, and client support.
The ideal candidate is highly organized, tech-savvy, and thrives in a fast-paced environment.
This role is essential to ensuring that the team operates efficiently—managing CRM systems, coordinating transactions, overseeing marketing initiatives, and supporting leadership with day-to-day operations.

KEY RESPONSIBILITIES:
Administrative and Executive Support:
• Manage the team’s CRM, calendar, emails, appointments, and daily workflow to ensure maximum efficiency.
• Coordinate and schedule meetings, showings, and events; prepare supporting materials in advance.
• Prepare buyer and listing paperwork, contracts, and supporting documentation.
• Organize and maintain both digital and physical filing systems, including contracts, client records, and compliance documentation.
• Draft correspondence, manage communications, and act as a liaison between leadership, clients, agents, and vendors.
• Send and manage ZipForm and DocuSign documents for new and existing clients.

Transaction Coordination:
• Update Command/CRM pipelines when new clients enter the system and maintain accurate records throughout their journey.
• Assist with real estate transactions from contract to close, ensuring accuracy, compliance, and adherence to deadlines.
• Maintain regular communication with clients, lenders, title companies, and cooperating agents to ensure smooth closings.
• Prepare and distribute listing packets, buyer presentations, and related materials as needed.

Marketing and Operations:
• Coordinate marketing efforts for listings, including photography, signage, social media campaigns, and blog updates.
• Track key performance metrics and prepare regular reports on team productivity, pipeline status, and lead conversion.
• Support client appreciation events, travel logistics, and team gatherings.

Team and Lead Management:
• Manage new incoming leads, ensuring systems are in place for tracking and follow-up.
• Support onboarding and training of new agents and tea ---------- mbers.
• Continuously improve internal systems and workflows to enhance team efficiency and client experience.

QUALIFICATIONS:
• Minimum of 2–3 years of administrative or operations experience within real estate.
• Strong organizational, time-management, and problem-solving skills.
• Proficiency with Google Workspace, KW Command, CRM systems, ZipForm, DocuSign, Canva, Etc.
• Strong written and verbal communication skills with a high level of professionalism.
• Ability to handle sensitive information with discretion.
• Self-starter with strong follow-up skills and the ability to anticipate needs before they arise.
• Tech-savvy with working knowledge of social media, Canva, and marketing coordination tools preferred.