Administrative Assistant – Real Estate Investing Company (Full-Time, Remote) — Real Estate Investing

Administrative Assistant – Real Estate Investing Company (Full-Time, Remote)

DAYS AND HOURS

Monday through Friday, 10:00 AM to 5:00 PM EST
35 hours per week
$4.00 US per hour

We are a fast-paced real estate investing company looking for a high-level Administrative Assistant who is extremely organized, detail-oriented, and sharp with English.

This is NOT a customer service or sales role. You will not be speaking with leads or on the phone. However, your understanding of written English must be excellent because the work requires precision, organization, and comprehension.
If you are slow, easily overwhelmed, or disorganized, do NOT apply.

Key Requirements (Please Read Carefully)
Fluent English (Written, Verbal & Comprehension)

You must understand English perfectly, both written and spoken. This role involves organizing data, following detailed instructions, and managing written communication. When working within our team, clear understanding of verbal and written direction is essential. Instructions will come in both formats and you are expected to follow them accurately the first time.
Elite Administrative Skills

You are a detail-obsessed admin superstar who loves organizing systems, files, and processes.
Highly Organized
Strong Excel skills (lists, tracking, accuracy) are a must. You must be comfortable managing folders, documents, and templates, and creating, maintaining, and updating mail merge lists that include names, addresses, and property details.
Fast-Paced Environment
Multiple tasks happen at once with strict deadlines. You must update task statuses consistently and accurately. If multitasking stresses you out, do NOT apply.

Software Knowledge
Microsoft Word and Microsoft Excel are required. Advanced Excel skills are a plus but accuracy is mandatory. Mail Merge experience is required. Google Sheets is a plus.

AI Tools — Required Mindset, Basic Skills a Plus
We use AI tools including Claude to help draft and personalize letters. You will be given templates and prompts. You do not need to be an AI expert. But you must be comfortable using AI tools with guidance, follow prompts accurately and apply the output correctly to each lead, and be a fast learner who is genuinely curious about getting better with these tools. If the idea of learning new AI tools excites you, this is the right environment. If it intimidates you, this role is not a fit.

Research and Data Skills
This role involves looking up property and ownership information across multiple platforms and cross-referencing that data accurately. You must be comfortable navigating online databases, county record sites, and property research tools and logging what you find with precision. Training will be provided, but you need to be the type of person who picks up new tools quickly and does not need to be walked through the same thing twice.
Fast Learner
If you take a long time to understand systems or need constant reminders, this role is not for you and do NOT apply.

Daily Responsibilities
Organize and maintain Excel spreadsheets and records
Manage document templates and ensure accuracy
Prepare and personalize letters using provided templates and AI assisted prompts
Maintain and update mail merge lists for physical outreach campaigns
Track completed tasks and deadlines
Send messages to leads using provided templates with correct personalization such as names, addresses, and property details. Every message sent to a lead will have a template provided. You will never be asked to write your own message from scratch.
Make adjustments to templates based on lead specific details
Watch for responses from leads and research the lead immediately upon response
Look up property information across multiple platforms including BatchLeads, county record sites, and public databases and log findings accurately
Cross reference data between multiple lists and sources and flag discrepancies
Maintain and update active lead tracking lists, watchlists, and pipeline records

Phone Number Research
Part of this role involves calling phone numbers obtained through our research process to verify whether the number is active. This is not a sales or outreach call. You are listening only, noting what you hear (example: male voice, voicemail with a name, generic voicemail, disconnected, no answer) and logging that information accurately in the tracker. You are never speaking to leads or identifying yourself. This is a data verification task only.

Important Note (Honesty Matters)
Please do not apply if you are pretending to have these skills. This role will quickly reveal whether you are truly organized, detail oriented, fast, and capable. If you misrepresent your abilities, it will become obvious within the first week and the role will end. Let's not waste each other's time.

Who This Role Is Perfect For
You love structure and systems
You take pride in clean, accurate data
You work fast without sacrificing accuracy
You enjoy admin work and staying on top of tasks
You are not intimidated by learning new tools and actually enjoy getting good at them
You understand that every detail matters because real decisions are made based on the information you record

How to Apply
When applying, you must include an alternative way to contact you so we do not lose your information. Please provide an email address and another contact method (if you have it) that you check regularly.

Thank you for your time.