Proactive Assistant for Client Communication

Virtual Real Estate Assistant Needed – Long-Term Position I own a small real estate brokerage in Pennsylvania. We are one of the top brokerages in the area, As of now I'm the broker, owner and full time secretary. I can't handle it alone anymore. I'm looking for a highly organized, detail-oriented virtual assistant to become an important part of my real estate business. This is a long-term position for someone who can take ownership of day-to-day administrative tasks so I can focus on serving clients, generating new business, and growing my company. What You'll Do: Answer my phone if I don't pick up after the third ring. Screen calls, hang up on spam, and route legitimate callers to the correct real estate agents on my team. Prepare MLS listings for my review so they're ready to publish. Assist with paperwork while I'm on the road, including writing offers, listing paperwork, addendums, and contract changes. Work daily in DocuSign, ZipForms, and Paperless Pipeline. Review transaction files and help ensure paperwork is complete and organized. Schedule appointments for clients and me, including inspections, contractor visits, appraisals, oil changes, doctor appointments, and other personal or business scheduling. Create simple social media posts using photos and information I provide. Keep my active transactions organized from contract to closing, including tracking inspection deadlines, financing deadlines, appraisal dates, closing dates, and other important milestones. Build and maintain a system that gives me a clear snapshot of every active deal at any time. I typically manage 10-20 transactions simultaneously, and staying ahead of deadlines is one of the biggest responsibilities of this role. What I'm Looking For: Excellent English communication skills (phone and written). Being fluent in Spanish too is a plus! Extremely organized with great attention to detail. Comfortable learning real estate contracts and transaction management. Professional, reliable, and trustworthy. Comfortable making phone calls or texts on my behalf. Available during normal business hours in the Eastern Time Zone is preferred. My biggest challenge is being constantly interrupted. I need someone who can become my second brain, protect my time, and keep my business running smoothly behind the scenes. I'll be a very hands-on boss in the beginning. I'll review your work, answer questions, and make sure you have everything you need to succeed. As you learn my business and earn my trust, you'll have more independence and responsibility. If you're someone who loves organization, enjoys helping people, and wants to become an essential part of a fast-paced real estate business, I'd love to hear from you. I am a good boss! If you do well it will help me and my business do well! Expect set bonuses and random bonuses as you help me accomplish more business.