AUS Experienced Real Estate Virtual Assistant

Schedule: Monday–Thursday + Saturday (Melbourne, Australia Time – AEST)
Work Type: Part-Time (Approx. 20 hrs/week)
Reports To: Director

Job Summary

Sealed Real Estate, a boutique real estate agency based in Melbourne, Australia, is looking for a Part-Time Real Estate Virtual Assistant to support the Director in managing our CRM (REX) and ---------- systems.
You’ll be the backbone of our backend operations — keeping our data clean, creating call lists, managing tasks, and ensuring our systems run smoothly.
This is an excellent long-term role for a detail-oriented, proactive, and tech-savvy assistant who wants to grow with a fast-scaling Australian agency with the potential to go into full time.

Key Responsibilities

CRM (REX) Management
Add, update, and organize contact records (vendors, buyers, appraisals, and leads).
Upload call notes, reminders, and follow-ups into REX.
Maintain database accuracy and remove duplicates.
Manage pipelines and prepare weekly KPI reports.
Upload marketing authorities, contracts, and compliance files.
---------- Management
Keep all boards up to date (leads, appraisals, listings, sales).
Track campaign progress and update task statuses.
Set reminders, automations and task dependencies.
Ensure consistent data accuracy between REX and ---------- .
Call List & Prospecting Support
Prepare daily and weekly call lists from REX and Excel.
Tag and categorize contacts
Maintain buyer tracker and pipeline.
Support follow-ups and log communication notes.
Database & Systems Maintenance
Maintain Google Drive folders and file structure.
Keep data consistent across REX, ---------- , and Excel.
Prepare reports: recent sales, appraisal lists, buyer activity.
Coordinate updates across REA Ignite, Canva, and REX.


Saturday Responsibilities

Update buyer tracker after open homes.
Record inspection feedback into REX and ---------- .
Prepare weekend summaries from open homes
Ensure all weekend activity is reflected in active campaigns.
General Administrative Support
Prepare for the following week
Send Reminders to Owners

Tools You’ll Use
REX CRM | ---------- | Google Drive | Excel | Canva | Outlook | Teams | Notion | REA Ignite | RP Data |Loom

Ideal Candidate
2+ years of experience as a Real Estate Virtual Assistant or CRM Manager.
Strong background in REX CRM and ---------- (or similar tools).
Excellent English communication (written & verbal).
Strong attention to detail and time management.
Proactive, reliable, and comfortable working independently.
Familiarity with Australian real estate processes (preferred).

Performance Indicators
-REX & ---------- updated daily.
-Clean, accurate and duplicate-free database.
-Call lists & reports delivered on schedule.
-Campaign workflows run smoothly without delay.