Commercial Real Estate Virtual Admin (Full-Time, 40 hrs/week)

Job Title:
Commercial Real Estate Virtual Admin (Full-Time, 40 hrs/week)

Salary:
$800/month USD

Job Description:

We're looking for a full-time virtual admin who can assistant 1 or 2 high performing agents stay on top of deals, listings, research, marketing, and general organization.

You'll be working directly with the broker and they may delegate other tasks during slow periods. Some days you're filling out a purchase agreement, tracking down a property owner through public records, or working on marketing material and other days you're helping with something completely unrelated to real estate. The work isn't necessarily hard but it requires someone who pays attention to detail, picks things up quickly with right training and practice.

We will train you on all of our tools and processes and give you time to learn and practice during working hours. You don't need commercial real estate experience, though if you have it, that's a huge plus. You do need prior experience as a virtual assistant. We need someone who already knows how to work remotely, manage their own time, communicate clearly, and keep things moving without constant oversight. We don't micromanage, but we do expect you to be responsive when things get busy. Some days are quiet and some days are fast-paced. When deals are moving, we need you available and turning things around quickly.

Responsibilities:

Deals & Documents
- Fill out deal templates like Letters of Intent, Purchase Agreements, and Listing Agreements
- Organize and maintain deal files in shared folders
- Track deal timelines, deadlines, and key dates
- Summarize lease terms and pull key info from contracts

Listings & Marketing:
- Upload and manage property listings on Crexi and LoopNet
- Keep listings current with photos, pricing, status changes, and descriptions
- Create and update property flyers using Canva
- Help prepare property email blasts

Research:
- Use county GIS websites to look up property data like lot size, building size, year built, and ownership
- Pull property tax records and zoning information
- Research property owners through state Secretary of State records (LLC lookups)
- Pull comparable sales and lease data from online sources

Organization & Admin:
- Keep our deal pipeline updated in Notion
- Help manage calendar and task lists
- Draft and organize follow-up emails and correspondence
- General admin support as needed

Personal & Miscellaneous:
- From time to time you may be asked to help with tasks outside of CRE like personal scheduling, online research, booking reservations, price comparisons, or shopping for specific items online
- This role supports the broker directly, not just the business. If something needs to get done, we need someone willing to help regardless of what it is

Tools (We Will Train You):
- Microsoft Office (Word, Excel, PowerPoint)
- Notion
- Crexi and LoopNet
- Canva (or other marketing tools)
- County GIS / public records websites
- Gmail or Outlook

Schedule:
- 40 hours per week
- Preferred hours: 8:00 AM to 5:00 PM US Central Time, flexible if you prefer to shift an hour or two either direction.
- This means overnight hours in the Philippines. Please only apply if you are comfortable working US hours

What We're Looking For:
- Prior virtual assistant experience required. You should already know how to work remotely, manage your time, and communicate professionally with a US-based client
- Real estate or commercial real estate experience is a strong plus but not required. If you've worked with listings, property data, or transaction documents before, that's a big advantage
- Strong written English
- Comfortable learning new software and online tools
- Detail-oriented. Contracts and property data require accuracy
- Self-starter who can take a task and run with it after being shown and trained
- Flexible low ego, and willing to help with whatever comes up. Some days you're uploading property listings online or filling out purchase agreements, other days you're booking a doctor's appointment, researching flight deals, or finding a dinner reservation. No task is too small.
- Responsive. Some days are slow and some days I need things turned around quickly. Commercial real estate moves fast when deals are active, and I need someone who can match that pace when it matters.
- Reliable and communicative. Ask questions when something is unclear

What We Offer:
- $700-$800/month USD depending on prior experience for 40 hours/week
- You'll be treated with respect, communicated with clearly, and never made to feel like you're just a task machine. We take the working relationship seriously.
- Training on all CRE-specific tools and processes (screen recordings and live walkthroughs)
- We don't dock pay during slow weeks
- We will not dock pay or work on Christmas, Thanksgiving, & New Years days, and these weeks are typically slower

To Apply:
1. Resume and photo/headshot
2. Brief introduction and relevant experience. Include any real estate or CRE experience if applicable
3. Your English proficiency level (written and spoken)
4. Confirm you can work 9 AM to 3 PM US Central Time or proffered time if necessary
5. Tools/software you're most comfortable with or have experience with