Real Estate Operations & Relationship Coordinator (Virtual Assistant — Part-Time, Dedicated, Remote)
About Us
We are a boutique real estate brokerage and consulting firm specializing in Single-Family Rental and Build-to-Rent portfolios. We work with homebuilders, institutional investors, and high-net-worth clients on high-stakes transactions, requiring accuracy, professionalism, confidentiality, and excellent communication.
We are seeking a trusted, detail-obsessed, proactive Virtual Assistant to serve as our Real Estate Operations & Relationship Coordinator. This role combines admin support, CRM and follow-up, data entry, research, and light social media assistance — all while maintaining the highest standards of professionalism and confidentiality.
This could be a long-term, dedicated, part-time role with room to grow.
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⭐ Role Overview
Your job is to ensure:
information is accurate
opportunities are entered correctly
follow-up is consistent
research is handled
scheduling runs smoothly
internal systems stay updated
messages sound warm and professional
owner can focus on strategy, clients, and deals
You will be the operational backbone behind a high-level real estate entrepreneur.
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⭐ Key Responsibilities
1. Follow-Up & Client Relationship Support
Draft warm, polished emails, texts, and LinkedIn messages
Maintain consistent follow-up with investors, builders, and partners
Convert voice notes into professional communication
Track all relationship touchpoints in CRM
Prepare daily/weekly follow-up summaries
Maintain a pipeline of leads and opportunities
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2. CRM + Airtable Management
Enter, update, and organize opportunities
Maintain accurate fields, tags, and statuses
Ensure next follow-ups and deadlines are tracked
Create and maintain Airtable views, filters, and workflows
Log every call, message, meeting, and action item
Ensure nothing falls through the cracks
High accuracy is critical — your work directly supports major transactions.
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3. Real Estate Opportunity Data Entry
Enter builder opportunities, pricing, floor plans, unit counts, and relevant details
Maintain strict accuracy and consistency
Double-check all entries for errors
Keep spreadsheets + Airtable updated in real time
Attention to detail is non-negotiable.
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4. Research (Builders, Investors, Partners)
Identify new builder partners
Identify new investors or investment groups
Collect contact information
Prepare summaries of new leads
Gather market background, company info, and recent news
Help maintain prospecting lists
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5. Social Media Support (LinkedIn)
Draft posts in founder’s voice
Suggest content ideas
Engage lightly with comments or messages (as approved)
Track engagement and prepare brief summaries
You do not need to be a social media expert — just confident with polished writing.
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6. Scheduling & Inbox Support
Schedule meetings, calls, Zooms, and follow-ups
Send confirmations, reminders, agendas
Triage inbox (flag urgent, categorize others)
Help maintain a clean, organized digital workspace
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7. Administrative Support & QuickBooks
Upload receipts or documentation
Enter simple transactions (with guidance)
Assist with basic bookkeeping workflows
Help reconcile simple items if trained
Maintain organized digital files
You do not need full accounting skills — just accuracy and a willingness to learn.
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⭐ Essential Qualities
The ideal candidate is:
✔ Highly accurate
You double-check your work and care deeply about getting details right.
✔ Extremely trustworthy
You will have access to sensitive information and relationships — confidentiality is essential.
✔ Warm + professional communicator
Strong English writing skills are required.
✔ Organized + proactive
You keep things moving without needing constant reminders.
✔ Detail-oriented
You notice inconsistencies and fix them before they become problems.
✔ Tech-comfortable
You can learn new tools and follow structured workflows.
✔ Long-term mindset
You’re seeking stability and consistent partnership.
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⭐ Requirements
Excellent English writing skills (C1–C2 level preferred)
Strong experience as VA, EA, account coordinator, or admin assistant
Proficient with:
Airtable
Microsoft Office 365 (Word, Excel, Outlook, OneDrive)
Google Workspace
Comfortable with CRMs or databases
Able to follow detailed SOPs and maintain accuracy
Organized and methodical
Experience in real estate or investment support is a plus
QuickBooks experience a plus (or willing to learn)
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⭐ Tools You Will Use
Airtable
Microsoft Suite (Excel, Outlook, OneDrive)
Google Workspace
QuickBooks Online
Slack or WhatsApp (voice notes + messaging)
Calendly or similar scheduling tools
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⭐ Hours & Compensation
Part-time: 10–20 hours/week
Must overlap 2–4 hours/day with U.S. Central Time
Rate: depending on experience
Dedicated role (you will work only with us during your agreed hours)
Potential for long-term, stable position
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