Maintain transaction files, compliance documents, disclosure packets, and brokerage records.
Prepare listing paperwork, disclosures, contracts, and addenda using existing templates.
Track transaction timelines and monitor critical deadlines.
Coordinate showings, appointments, and scheduling with clients, agents, inspectors, and vendors.
Order and track inspections, appraisals, title work, surveys, and HOA/Condo documentation.
Enter and update MLS listings.
Draft routine correspondence for clients, lenders, title companies, and co-brokers.
Maintain and update CRM records, contacts, and follow-up reminders.
Organize and maintain digital files within Google Drive.
Maintain lease files and renewal calendars.
Prepare lease agreements, renewals, and addenda using company templates.
Respond to routine tenant inquiries and coordinate scheduling.
Manage listings across Airbnb, Furnished Finder, Zillow, Trulia, Redfin, and similar platforms.
Update listing content, photos, availability, and pricing as directed.
Maintain synchronized calendars using iCal.
Manage Gmail inboxes and Google Calendar scheduling.
Draft, edit, and organize documents using Google Docs and Google Sheets.
Perform online research, vendor sourcing, pricing comparisons, and market support research.

Advanced administrative or executive assistant experience.
Experience supporting real estate professionals, property managers, or short-term rental businesses is highly preferred.
Strong understanding of U.S. business communication and professionalism.
Excellent written and verbal English communication skills.
Outstanding organizational and time management abilities.
Strong analytical thinking and problem-solving skills.
Ability to prioritize multiple responsibilities independently.
Highly proactive with excellent follow-through.
Exceptional attention to detail.
Ability to maintain confidentiality and professionalism at all times.
Comfortable documenting and improving workflows through SOP creation.
Willingness to learn new software and automation tools.
Experience in real estate transaction coordination.
Property management or landlord administration experience.
Experience supporting Airbnb or furnished rental operations.
Familiarity with MLS systems (training provided).
Experience using CRM platforms.
Experience coordinating vendors and service providers.
Experience supporting executives or business owners.
Interest in automation and operational efficiency.

Real Estate Operations, Executive Administrative VA – Bilingual

Key skills