HIRING URGENTLY - REAL ESTATE DATABASE MANAGER & ADMIN

If you’re organized, systems-minded, and detail-oriented — and you’re looking for a full-time remote role in the real estate space — keep reading.

???? What You’ll Be Doing

As a Database Manager & Administrative Virtual Assistant, you’ll be the backbone of the business, helping to organize, streamline, and maintain the systems that power a growing real estate business.

Your main focus will be database management, lead systems, and process improvement, with a portion of your time dedicated to general administrative support such as scheduling, transaction coordination, and client follow-up tracking.

You’ll be working closely with a South Florida real estate agent who values efficiency, client experience, and well-structured systems. This role is ideal for someone who enjoys creating order, refining workflows, and building sustainable systems that make the business run smoothly.

???? Your Key Responsibilities
- Audit and organize the database across Lofty (Chime), KW Command, and Google Sheets
- Build or refine lead tagging systems, follow-up workflows, and SmartPlans
- Create automations or process checklists for lead flow and client nurture
- Track and update leads from internet sources, referrals, and past clients
- Clean and maintain the database: remove duplicates, update contact info, and log activities
- Manage lead imports, exports, and reporting
- Maintain weekly metrics (leads added, SmartPlans triggered, contacts followed up)
- Update dashboards and trackers in Notion or Google Sheets

* Assist with general admin tasks:
- Preparing transaction or listing checklists
- Scheduling appointments and vendor coordination
- Sending client updates and follow-up reminders
- Document organization and compliance submissions
- Suggest process improvements or automations to make the business more efficient

? You Might Be a Fit If You Have:
- Prior experience as a real estate database manager (required)
- Experience with KW Command and Lofty (Chime) (required)
- Strong understanding of CRM systems, lead flow, and tagging organization
- Ability to build or manage SmartPlans and automated follow-up systems
- If you’re reading this, include the word “structure” in your subject line
- Strong English communication skills (written and verbal)
- Excellent attention to detail and consistency in data entry
- A proactive attitude — you’re someone who builds systems, not just follows them


Comfortable using tools like Notion, Google Workspace, and learning Aframe

Reliable, organized, and comfortable working independently

???? About the Business

You’ll be supporting a real estate agent based in South Florida, with over 12 years of experience in the industry. The focus is on providing a top-tier client experience supported by smart systems and efficient processes.

The team already has a marketing assistant handling creative and client-facing content — your focus will be on the backend systems, data organization, and admin operations.

We use:
- Lofty (formerly Chime)
- KW Command
- Notion
- Pinnley
- Aframe

Google Workspace

???? What’s Offered

- Full-time, fully remote role (40 hours/week)
- Fixed monthly rate: $800–$1,000 USD
- Flexible schedule with at least 2–4 hours overlap in US Eastern Time
- Long-term, growth-oriented opportunity
- Training provided on internal systems and workflows

???? Sound Like You?

We’d love to hear from you.

Please apply with:

- A short introduction about yourself and why you’re interested in this role
- Your resume (PDF preferred)
- A brief example of a system or process you’ve built (e.g. CRM cleanup, SmartPlan, automation, or dashboard)

?? Applications without a resume will not be considered.