Operations and Client Services Assistant/Manager

We are a U.S.-based Real Estate Transaction Coordination company looking for a detail-oriented Real Estate Admin / Transaction Coordinator Virtual Assistant to join our team.

Our company supports real estate agents by managing transactions from contract to closing, ensuring files are complete, compliant, and on schedule.

This role is ideal for someone who has previous experience working with U.S. real estate transactions and is comfortable managing documents, compliance checklists, and timelines.

We are looking for someone who is organized, proactive, and highly detail-focused.
This is a long-term remote position with opportunities to grow as our company expands.

Responsibilities
• Lead Management & Follow-Up: Track, manage, and nurture leads within the CRM, ensuring timely follow-ups via calls, texts, and emails.
• Mass Outreach & Communication: Execute mass texting, emailing, and outbound calls to engage prospects and clients.
• Customer Service & Inbound Calls: Answer the company phone line, respond to inquiries, and provide a professional first point of contact.
• Create and input new real estate transactions into our transaction management system
• Send documents for electronic signature (DocuSign, Dotloop, etc.)
• Upload and organize transaction and compliance documents
• Track transaction timelines from contract to closing
• Monitor missing documents and follow up with agents or coordinators
• Maintain complete and compliant transaction files
• Perform file audits and checklist reviews
• Update transaction progress and maintain accurate records
• Assist with general real estate administrative support

Required Experience
• Experience working with U.S. real estate transactions
• Experience as a Real Estate VA, Transaction Coordinator, or Real Estate Admin
• Familiarity with transaction management systems such as:
Dotloop
Skyslope
DocuSign
ZipForms
OTC
or similar platforms
• Excellent attention to detail
• Strong written English communication skills
• Ability to manage multiple transactions simultaneously
• Strong Administrative Background: Proven experience in administrative tasks, data entry, and CRM management.
• Excellent Communication Skills: Professional verbal and written communication skills.
• Customer Service Experience: Previous experience handling inbound and outbound calls, with a strong service-oriented mindset.
• CRM & Outreach Tools: Familiarity with CRM software, call campaigns, text/email outreach, and appointment scheduling tools.
• Highly Organized & Detail-Oriented: Ability to manage multiple tasks efficiently and accurately.

Technical Requirements
• Reliable high-speed internet
• Quiet working environment
• Ability to work with cloud-based tools and document systems

To apply, please send your resume and video introduction via OnlineJobs.ph!