Real Estate Virtual Assistant – Canadian Market (Paragon | BC | PST Hours)

Real Estate Virtual Assistant — West Coast Living (Oakwyn Realty)
???? Remote | Full-Time | Philippine-Based Applicants | PST Hours (9 AM – 6 PM)


Who We Are
West Coast Living is a top-producing real estate team based in Vancouver, BC, operating under Oakwyn Realty. We specialize in residential resale, presale project marketing, rental property management, and developer-facing listing services. We are a fast-moving, highly collaborative team that takes pride in delivering an exceptional client experience and we hold ourselves to the same standard internally.
We are looking for a seasoned Real Estate Virtual Assistant who is ready to grow with us long-term. This is not a general admin role. This is a career opportunity for someone who knows Canadian real estate, speaks the language, understands the systems, and wants to be a real part of a professional team.


The Role
You will be embedded into our team, attending meetings, communicating directly with agents and clients, and supporting the full transaction and marketing cycle. You will be relied on for accuracy, speed, professionalism, and initiative. If we succeed, you succeed. We believe in recognizing and rewarding the people who show up and deliver.


What You Will Do
Transaction & Listing Support
Prepare, organize, and track listing documents including MLS input forms, Schedule A/B addenda, and BCREA contracts
Enter and update listings on Paragon MLS — including photos, room measurements, strata details, and listing remarks
Manage document collection and completion checklists for active listings and buyer files
Follow up with lawyers, notaries, and conveyancers on missing items and completion milestones
Maintain accurate records in the team CRM (Reach)
Prepare showing feedback summaries and market update reports for clients

Administrative & Operations
Manage and organize Google Drive and Dropbox folders — naming conventions, version control, archiving
Draft and proofread client-facing emails, letters, and follow-up messages in a warm, professional tone
Prepare and manage web forms, online applications, and digital document submissions
Maintain team calendars, schedule showings, and coordinate appointments
Research properties, strata documents, title histories, and building profiles using online tools
Source and verify information from BC Assessment, Stratapress, Strata Plan Registry, and other public records
Support presale marketing files including unit trackers, price lists, and developer correspondence

Communication & Team Participation
Attend team meetings via Zoom or Google Meet (PST hours — 8 AM to 5 PM Monday to Friday)
Communicate responsively via WhatsApp and email with team members and clients
Flag issues proactively — if something is missing, unclear, or time-sensitive, you speak up
Support the team lead with personal organization, task tracking, and project follow-up


What You Need to Bring
Non-Negotiable Requirements:
Minimum 2–3 years of real estate experience — either in a Canadian real estate office, with a Canadian real estate team, or supporting a Canadian broker or agent remotely
Solid working knowledge of Paragon MLS — including listing entry, status updates, and photo uploads
Familiarity with Canadian real estate forms, terminology, and transaction stages (Accepted Offer, Subject Removal, Completion, Possession)
Fluent written and spoken English — your emails, documents, and verbal communication must be professional and clear
Advanced skills in Google Workspace (Docs, Sheets, Drive, Gmail, Calendar) and Dropbox
Experience with web forms, digital documents, and e-signature tools (DocuSign or similar)
Proven ability to manage multiple priorities, meet deadlines, and maintain accuracy under pressure
Reliable internet with minimum 25 Mbps upload/download — you must provide your speed test result
Backup internet plan for outages (mobile hotspot, nearby café, or generator) — tell us your plan

Strong Assets:
Experience with Canva for real estate marketing materials
Experience with presale project marketing or new development real estate
Familiarity with BC real estate specifics: strata, depreciation reports, Form B, PTT, FINTRAC
Proactive with technology — you don't just use tools, you suggest better ones
Experience supporting a team lead or broker in a client-facing real estate environment


Work Setup & Availability
This role works Vancouver time (Pacific Standard / Pacific Daylight Time) — Wednesday to Sunday, 9:00 AM to 6:00 PM. This is a hard requirement. Our clients and our market operate on this schedule, and you will be expected to be present and responsive during these hours.

We will ask you:
What is your current internet speed? (Please include a screenshot of a recent speed test from fast.com or speedtest.net)
Does your city/area experience frequent typhoons, power outages, or weather-related disruptions?
What is your backup plan if your primary internet goes down? (Mobile data, nearby café, generator — please describe)
We have experienced connectivity issues with previous VAs during weather events. We take this seriously and expect an honest, detailed answer.


Who Thrives on This Team
You are organized to the point that other people notice. You communicate before you're asked. You read a document all the way through before responding. You notice when something doesn't add up. You are proud of the quality of your work and you take ownership of your file like it's yours.

You want to build something — not just fill a role. You are looking for a team that will invest in you and give you room to grow. You are not looking for a side gig. You are looking for a career.


How to Apply — Read This Carefully
?? Applications that do not follow these instructions exactly will not be reviewed.

Step 1 — Subject Line
Your subject line must read exactly: "WCL VA – [Your Name] – I Read the Whole Thing"
Any other subject line tells us you did not read this ad.

Step 2 — Your Application Email
In the body of your application, answer the following in order:
Briefly describe one real estate transaction or file you supported from start to finish — what was your role and what happened?
List every MLS system or real estate software you have used and how long you used each
What is the difference between Subject Removal and Completion in a BC real estate transaction? (Answer in your own words — do not Google this. If you know Canadian real estate, you know this.)
What is your internet speed and what is your backup plan for outages?
What city are you located in, and does it experience typhoons or storm-related outages? How do you handle this?
Tell us one tool or process you introduced in a previous role that made the team more efficient

Step 3 — Attachments
Your application must include:
Your updated resume (PDF preferred)
A portfolio or work sample — this can be a Canva design, a document you created, a spreadsheet you built, or any piece of work that shows us the quality of what you produce. If you do not have a portfolio, create a short sample — a listing description, a formatted table, a one-page summary of anything. This is your chance to show us how you work.
A screenshot of your internet speed test (from fast.com or speedtest.net)


Compensation & What We Offer
We pay for skill, experience, and reliability — not the lowest rate we can find. This is a long-term role and we compensate accordingly.

Base Rate:
$9.00 – $11.00 CDN per hour, full-time (40 hours/week), based on experience and demonstrated Canadian real estate knowledge.

What's Included:
Competitive base rate reviewed after your first 120 days
Performance-based increases — if the team grows, your compensation grows with it
13th month bonus (paid annually — this is a standard we honour without exception)
10 paid days off per year
A stable, long-term position with a professional and supportive team environment
Direct access to the team lead and agents — you are not working in isolation

We are not looking for the cheapest option. We are looking for the right person. If you bring the skills, the professionalism, and the commitment — we will take care of you and grow together.


What to Expect
Qualified applicants will be contacted for a short written screening, followed by a video interview over Google Meet. We move quickly with candidates who demonstrate they are the right fit.

This is a long-term role with a team that takes care of its people. If you are serious about real estate, serious about quality, and ready to work hard alongside people who will do the same — we want to hear from you.

West Coast Living | Oakwyn Realty | Vancouver, BC