Virtual Assistant – Apartment Tour Coordinator (Long-Term)

IMPORTANT: You must be fluent in spoken and written English. This role requires phone calls to U.S. apartment communities, so clear communication and confident speaking skills are essential.

ABOUT US
We're a Texas-based apartment locating service that helps renters find their perfect apartment for free. Our clients tell us what they're looking for, and we do the legwork: researching housing options, coordinating tours, and guiding them through the process. Our goal is to make apartment hunting simple and stress-free.
This is a legitimate, long-term position with a stable U.S. company. We're looking for someone who wants to grow with us—not a short-term gig.

THE ROLE
We're looking for a detail-oriented and organized Virtual Assistant to coordinate apartment tours for our clients. You'll be the behind-the-scenes person who turns a client's list of favorited apartments into a well-organized day of self-guided tours—complete with guest cards sent and appointments booked in a logical driving route.

Compensation: $6.50–$8.50 USD/hour depending on experience, with raises based on performance.

WHAT YOU'LL DO
- Receive email notifications (via Gmail) and text (SMS) notifications when clients save their favorite apartments or request tours
- Log into GoHighLevel (our CRM) to review client favorites and tour requests
- Send guest cards from our company email account to each apartment community a client has favorited—this happens for all clients once they save their favorites, even if they haven't requested tours yet
- When clients request tours, visit community websites to schedule appointments on their behalf
- Organize tour times to create an efficient driving route using route optimization tools (training provided)
- Update GoHighLevel with appointment confirmations, tour times, and relevant notes
- Monitor Slack for requests from our team to modify or update tours, reschedule appointments, or handle other client needs—respond within 15-30 minutes
- Respond to rescheduling requests within 1 hour during your shift—this includes canceling existing appointments and rebooking new times
- During downtime, call apartment communities on our list to verify and update their correct email addresses
- Maintain accurate records and follow established processes consistently

WHO YOU ARE (Required Skills)
Fluent in spoken and written English (REQUIRED – you will be making phone calls)
Confident and professional on phone calls with U.S. businesses
Highly organized with strong attention to detail
Comfortable working independently and managing your own task list
Reliable and consistent—you show up on time and follow through
Patient with repetitive tasks and committed to accuracy
Responsive and flexible when last-minute changes come through
Familiar with CRM systems, email platforms, and navigating various websites
Able to problem-solve when community websites have different booking processes

PREFERRED QUALIFICATIONS (Nice to Have)
Previous experience as a VA in real estate, property management, or appointment setting
Familiarity with U.S. apartment rental processes
Experience using Google Maps or route optimization tools
Experience with GoHighLevel or similar CRM platforms
DISC profile preferred: High S (40-50%), moderate C (30-40%), some I (10-20%), low D (5-10%). We're looking for someone patient, detail-oriented, reliable, and comfortable communicating on the phone.

TOOLS YOU'LL USE
GoHighLevel CRM (training provided)
Gmail for email notifications
Your mobile phone for SMS notifications and calling apartment communities
Apartment community websites
Route optimization tools (training provided)
Slack for team requests and updates

TRAINING AND ONBOARDING
Full training will be provided during your first week, including video walkthroughs of GoHighLevel, Guest Card emails, booking tour processes, route optimization tools and phone instructions for calling apartment communities with a script. We'll set you up for success before you start working independently.

RESPONSE TIME EXPECTATIONS
Slack requests from our team: Respond within 15-30 minutes
Rescheduling and tour modification requests: Must be completed within 1 hour during your shift

REQUIREMENTS
Stable internet connection
Quiet workspace suitable for making phone calls
Comfortable working 9 AM – 5 PM CST (10 PM – 6 AM Philippine Time)
Must be fluent in English and comfortable making phone calls to U.S. apartment communities
Must be able to respond to Slack messages within 15-30 minutes

HOW TO APPLY
To confirm you've read this entire posting, please begin your application with the word "Touring."
Please include the following in your application:

A brief introduction (2-3 sentences) explaining why you're a good fit for this role
A link to a short voice recording (1-2 minutes) introducing yourself in English. You can upload to Google Drive, Loom, or share the link. This is required so we can assess your spoken English.
Your availability and confirmation you can work 9 AM – 5 PM CST
(Optional) Results from a DISC assessment if you have one

SKILLS TEST (Required):
Please complete this task and include your answer in your application:
Below are 5 apartment communities a client has favorited. Put them in order for the most efficient driving route starting from the client's location. Briefly explain your reasoning.
Client's starting location: 300 W 6th Street, Austin, TX 78701 (Downtown Austin)
Favorited apartments:

The Standard at Domain Northside – 11801 Domain Boulevard, Austin, TX 78758
Windsor South Lamar – 809 S Lamar Boulevard, Austin, TX 78704
Collective on Riverside – 2239 Cromwell Circle, Austin, TX 78741
AMLI on Aldrich – 1900 Aldrich Street, Austin, TX 78723
Groves South Lamar – 2818 S Lamar Boulevard, Austin, TX 78704

WHY WORK WITH US
Long-term, stable position (not a short-term project)
Competitive pay: $6.50–$8.50 USD/hour
Raises based on performance
Opportunities for increased responsibility as you grow with us
Full training provided
Supportive team environment

We value consistency and accuracy over speed—doing things right matters more than doing things fast. If you're looking for a long-term home where your work is appreciated, we'd love to hear from you.