Commercial Real Estate Admin Assistant

# Commercial Real Estate Administrative Assistant | Long-Term Virtual Role ## About the Role The Outlier Group is a boutique commercial real estate brokerage based in Florida seeking a highly reliable, organized, and proactive **Commercial Real Estate Administrative Assistant** for a long-term remote position. You will work closely with our **Agent Liaison**, who will be your primary point of contact and will train you on our systems and processes. You will also support our commercial real estate agents and Principal Broker as needed. This is not simply a data-entry VA position. We are looking for someone who wants to learn our business, take ownership of responsibilities, and become an important part of our operations team. ### Reliability Is #1 We can teach our systems. We cannot teach someone to consistently show up. This position requires dependable availability and responsiveness during agreed-upon **U.S. Eastern Time working hours, Monday through Friday**. We understand that emergencies, internet outages, and life events happen. What matters is communication. If something changes, we expect you to communicate promptly and openly. ## Responsibilities * Support our Agent Liaison with daily brokerage operations. * Provide administrative support to commercial real estate agents. * Maintain and organize our Follow Up Boss CRM. * Enter and update contacts, properties, opportunities, notes, tasks, and follow-ups. * Help manage listings and active sales and leasing transactions. * Organize LOIs, leases, purchase agreements, commission agreements, listing documents, due diligence materials, and closing files. * Track transaction deadlines, signatures, outstanding documents, and follow-up items. * Assist with property research and gathering information for brokers. * Maintain organized Google Drive and transaction files. * Assist with calendars, reminders, correspondence, and recurring administrative responsibilities. * Help prepare property information, deal summaries, reports, and internal records. * Assist with onboarding and supporting agents in our systems. * Identify tasks or follow-ups that are being missed and proactively address them. * Help document procedures and improve internal workflows. * Learn and eventually become cross-trained across the firm's major administrative functions. ## Systems We Use Our technology includes: * Follow Up Boss * Google Workspace * Asana * Dialpad * Airtable * Canva * ChatGPT and other AI tools Experience with every platform is not required. **Ability to learn technology quickly is more important.** ## Ideal Candidate * Previous **real estate experience is strongly preferred**, particularly with a brokerage, broker, agent, transaction team, or property management company. * Commercial real estate experience is especially valuable. * Exceptional reliability and consistency. * Strong written and spoken English. * Highly organized with excellent attention to detail. * Proactive and comfortable taking ownership. * Able to manage multiple assignments and deadlines. * Comfortable communicating with brokers, agents, clients, and vendors. * Able to work independently without requiring constant supervision. * Interested in a long-term position and growing with the company. * Reliable computer and high-speed internet. * Backup internet connection or hotspot strongly preferred. * Able to maintain consistent availability during agreed-upon Eastern Time working hours. ## Growth We are intentionally building redundancy into our operations team so that multiple people understand our core systems and processes. You will initially work closely with and report to our Agent Liaison. As you demonstrate reliability and capability, you will become cross-trained across CRM management, transactions, listings, agent support, documents, and other brokerage operations. There is significant opportunity to earn greater responsibility and independence over time. Screening Questions -Describe your previous real estate experience. What type of company did you work for, who did you support, and what were your day-to-day responsibilities? -What exact hours can you consistently work Monday through Friday in U.S. Eastern Time? Please convert your schedule to Eastern Time in your answer. -Are you currently working for any other clients or companies? If yes, approximately how many hours per week, and do any of those working hours overlap with the Eastern Time hours you listed above? -Reliability is the most important requirement for this position. What is your primary internet connection, what backup internet do you have, and what is your plan during a power outage? -Are you available 9a-5pm EST? ## About The Outlier Group The Outlier Group is a boutique Florida commercial real estate brokerage specializing in commercial sales, leasing, investments, and advisory services. We are a small, entrepreneurial company where reliability, initiative, communication, and attention to detail matter. We are looking for someone who wants to become part of the team—not simply complete occasional tasks.