Real Estate Office - Administrative Assistant

POSITION OVERVIEW
We are a real estate team based in Oregon looking for an experienced Virtual Assistant with a proven background in Transaction Coordination for a real estate agent, team, or brokerage. This is a long-term position for someone who is detail-oriented, proactive, and already knows how real estate transactions work.
Position Type: Full-Time (40 hrs/week) or Part-Time (20 hrs/week) — open to both
Pay: USD - depending on experience
Schedule: Pacific Standard Time - 8AM-4PM
Start Date: ASAP

?? DO NOT APPLY IF YOU DO NOT MEET ALL OF THE FOLLOWING REQUIREMENTS:
? Prior Transaction Coordination (TC) experience working directly for a real estate agent, team, or brokerage — this is non-negotiable
? Hands-on experience with ZipForms or ZipForms Plus
? Proficient with DocuSign — able to prepare, send, and track signature envelopes independently
? Intermediate to advanced Microsoft Excel skills (formulas, tracking sheets, data organization)
? Experience using a real estate or professional CRM (Follow Up Boss, BoomTown, kvCORE, HubSpot, or similar)
? Proficient with Google Workspace — Gmail, Docs, Sheets, Drive, and Google Business/Google My Business
? Excellent written and spoken English

WHAT YOU WILL DO
Transaction Coordination

Track listings and transactions from contract to close using checklists and Google Sheets
Collect and organize documents: disclosures, inspection reports, addendums, title info
Send reminders to clients, agents, lenders, and escrow/title officers for key deadlines
Update transaction milestones in Follow Up Boss (FUB)
Coordinate document signing via DocuSign

Post-Closing Follow-Up Campaign

Manage post-closing workflows in Asana and/or Follow Up Boss
Send 30/60/90-day check-in emails using pre-built templates
Track client responses and flag warm leads back to the team lead
Maintain organized client database with notes, closing dates, and gifting info

Social Media & Content Calendar

Manage a monthly content calendar (real estate tips, listings, client spotlights, personal brand)
Draft captions and schedule posts for Instagram, Facebook, and Google Business
Monitor comments and DMs and flag items needing a personal response

Marketing & Client Experience

Manage a client gifting program — track birthdays, anniversaries, and milestones in Google Calendar
Maintain and update the digital listing packet in Google Docs/Slides
Prepare the monthly client newsletter using a Follow Up Boss-compatible template
Assist with monthly video scripts (talking points and structure for agent-recorded videos)


BONUS SKILLS (NOT REQUIRED, BUT A PLUS)

U.S. real estate transaction knowledge (Oregon experience a plus)
Canva or basic graphic design for social posts
MLS experience
Video editing or short-form content (Reels/Shorts)


HOW TO APPLY
Send your application to: ----------
Subject line: "VA Application — [Your Name] — onlinejobs.ph"


EMAIL MUST INCLUDE:
A video to us explaining exactly why you are a great fit for this position
A short intro about yourself and your real estate VA experience (3–5 sentences)
Your resume or link to your onlinejobs.ph profile
Your availability (hours/week, time zone, daily overlap hours)
Your monthly rate expectation in USD
Answers to ALL of the following (skipping any = automatic disqualification):

Have you worked as a Transaction Coordinator for a real estate agent or brokerage? If yes, describe the team, how many transactions you managed, and your specific responsibilities.

List every real estate tool you have hands-on experience with, including ZipForms, DocuSign, your CRM (name it), Excel, and Google Business.

Rate your proficiency 1–10 in each: ZipForms / DocuSign / Excel / Your CRM / Google Workspace



Applicants who skip the screening questions or do not meet the requirements will not receive a response. Qualified applicants will hear back within 3–5 business days.