Executive Assistant / Operations Coordinator for Real Estate Agent

We’re hiring a high-level Executive Assistant / Operations Coordinator to support the founder and agents of a fast-moving residential real estate team in California.

You will work closely with 3–5 active agents, helping coordinate listings, vendors, schedules, communication, marketing logistics, and daily operations across multiple properties and transactions at once.

This is not a basic admin VA role.
You will act as a remote operations partner — keeping projects organized, timelines on track, vendors coordinated, and communication clear so listings launch on time and clients feel supported.

You will be virtually “shadowing” the founder throughout the day — tracking tasks, capturing follow-ups, coordinating people, and ensuring nothing falls through the cracks.

About the Company

RISE Homes is a boutique residential real estate team based in San Mateo, California (San Francisco Bay Area).

We specialize in complex property sales including probate, trust, and high-coordination listings that involve many vendors, timelines, and marketing steps.

We operate at a very high standard of organization, execution, and client service.
Our team manages multiple listings simultaneously across the Bay Area.

Your Core Role
Your job is to keep listings, agents, vendors, and operations organized and moving forward every day.
You will coordinate people, track timelines, manage tasks, and maintain systems across multiple properties and projects at once.
You are the person ensuring nothing is missed.

Responsibilities
- Listing & Vendor Coordination (Remote Oversight)
- Schedule and coordinate painters, stagers, cleaners, flooring installers, photographers, inspectors, and contractors
- Track listing preparation timelines from start to market launch
- Request and organize bids, proposals, and availability
- Confirm vendor appointments and readiness before milestones
- Coordinate lockbox, signage, inspection, and access logistics with local field staff
- Maintain listing checklists and status trackers
- Communicate progress clearly to agents and team
(You coordinate and manage remotely — you do not perform fieldwork.)

Agent & Client Communication Support
- Draft listing updates and status emails to clients and agents
- Track requests, questions, and follow-ups
- Assist with scheduling showings, inspections, walkthroughs, and meetings
- Maintain organized communication threads and decisions
- Ensure clients feel informed throughout listing and escrow timelines

Operations & Administrative Coordination
- Manage calendars across agents and listings
- Maintain task boards, trackers, SOPs, and workflows
- Organize Google Drive files and naming structures
- Track transaction deadlines and milestones
- Maintain vendor lists and service records
- Identify workflow improvements and organization needs

Marketing & Listing Logistics
- Coordinate marketing materials (brochures, flyers, postcards, signage)
- Track deadlines for print and digital marketing pieces
- Organize property media (photos, videos, floor plans, 3D tours)
- Coordinate property website and marketing asset readiness
- Support event and outreach preparation
- Coordinate with marketing VAs and designers

Financial & Documentation Support
- Track listing invoices and vendor expenses
- Organize receipts and reimbursement documentation
- Maintain listing cost trackers and records
- Prepare documentation for bookkeeping
- Support transaction file organization

Systems & Platforms You Will Use
Our operations run across listings, transactions, marketing, and finance — comfort managing multiple platforms is essential.
Daily tools include:
- Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
- Slack
- Asana
- Zoom
- DocuSign
- Follow Up Boss (CRM)
- ----------
- CAR / ZipForms transaction documents
- MLS systems (MLSListings / SFARMLS – viewing & coordination)
- Canva (marketing coordination)
- Corefact (print marketing)
- Luxury Presence (property websites)
- Media storage / file systems

You will also coordinate information across:
- QuickBooks Online (expense tracking support)
- Gusto / payroll coordination support
- Stripe / payment coordination
- Banking / expense documentation
Familiarity with productivity and automation tools (Zapier, Calendly, Loom, ChatGPT, etc.) is a plus.

Required Skills
- Excellent written and spoken English
- Extremely organized and detail-oriented
- Strong follow-through and reliability
- Able to manage multiple priorities and timelines
- Proactive and self-directed
- Comfortable coordinating many people and tasks
- Tech-savvy and fast learner
- Professional communication style

Experience Preferred
- Real estate, property management, or transaction coordination
- Operations or executive assistant work
- Vendor or project coordination
- Marketing coordination or admin support
- Bookkeeping or expense tracking support
Real estate experience is helpful but not required if you learn quickly.

Work Schedule: Full-time
Must overlap with California business hours (Pacific Time)
Long-term role

This Role Is NOT
A basic data-entry VA
A passive task-taker
A customer service agent
A marketing strategist

This is a high-trust operations coordination role supporting active real estate listings and agents.

Who Will Succeed Here
- Highly organized and structured
- Detail-focused
- Proactive and dependable
- Calm under pressure
- Comfortable with fast pace
- Able to manage complexity
- Proud of accurate, high-quality work

Success in This Role Looks Like
- Listings stay organized and on timeline
- Vendors and schedules are coordinated smoothly
- Agents feel supported and informed
- Clients receive clear communication
- Tasks and deadlines are never missed
- Operations feel structured and predictable

To apply please include:

1. Resume
2. Short introduction
3. Relevant coordination or EA experience
4. Tools/platforms you’ve used
5. Internet speed + backup plan
6. Expected monthly salary (PHP)
7. Availability (PH time)

We are hiring for a long-term role with growth potential.