Experienced Real Estate Virtual Assistant | Lead Generation, Follow-Up & Transaction Coordination

Experienced Real Estate Virtual Assistant We are seeking an experienced, dependable, and highly proactive Real Estate Virtual Assistant to support our growing real estate business. This is not an entry-level position. The ideal candidate must have previous experience supporting a real estate agent or team, with strong experience in lead generation, lead follow-up, CRM management, and transaction coordination from contract to closing. The primary focus of this position will be generating new opportunities, consistently following up with leads, maintaining an organized pipeline, and helping move clients and transactions forward. We are looking for someone who understands that successful real estate follow-up requires persistence, organization, professionalism, and consistent communication. Experience with real estate marketing and social media is strongly preferred. Compensation: The hourly wage for this position will be based on the candidate’s previous real estate experience, lead-generation ability, transaction coordination knowledge, communication skills, and overall qualifications. Candidates with proven experience who can work independently, manage leads effectively, and coordinate transactions with minimal supervision may qualify for a higher starting wage. Opportunities for future pay increases and additional responsibilities may be available based on performance, reliability, and results. Key Responsibilities 1. Lead Generation and Prospecting 1. Research and identify potential buyers, sellers, investors, and referral opportunities through online platforms, databases, social media, and existing contact lists. 2. Conduct outbound prospecting through phone calls, text messages, emails, and social media. 3. Follow up consistently with new leads, older leads, past clients, and prospects who have not responded. 4. Qualify leads by gathering information about their needs, motivation, timeline, financing status, and readiness to move forward. 5. Schedule appointments and consultations for the agent. 6. Create targeted prospecting lists for buyer, seller, expired listing, open house, past-client, and reengagement campaigns. 7. Track all communication, follow-up attempts, notes, and next steps within the CRM. 8. Help develop and improve scripts, follow-up campaigns, and lead-nurturing processes. 9. Monitor leads to ensure no opportunity is forgotten or left without a clear next step. 2. CRM and Pipeline Management 1. Maintain accurate and organized records within the CRM. 2. Add, update, tag, categorize, and assign leads correctly. 3. Move leads through the appropriate stages based on their current status. 4. Create follow-up tasks, reminders, and automated campaigns. 5. Identify inactive or neglected leads that should be reengaged. 6. Provide regular updates on lead activity, appointments scheduled, responses received, and conversion progress. 7. Maintain accurate client information, transaction history, closing dates, birthdays, and other important relationship details. 8. Help organize past clients and long-term prospects for continued follow-up and referral opportunities. 3. Transaction Coordination 1. Assist with real estate transactions from accepted contract through closing. 2. Create and maintain transaction files and checklists. 3. Track inspection periods, attorney review, appraisal, financing, earnest money, contingency, and closing deadlines. 4. Confirm that required documents have been completed, signed, and properly stored. 5. Communicate professionally with clients, attorneys, lenders, title companies, inspectors, cooperating agents, and other parties. 6. Follow up with all parties to obtain updates and prevent unnecessary delays. 7. Keep the agent informed of outstanding documents, approaching deadlines, and potential issues. 8. Coordinate inspections, appraisals, final walkthroughs, closings, and other transaction-related appointments. 9. Update the CRM and transaction management system throughout the transaction. 10. Help provide buyers and sellers with a smooth, organized, and professional experience from contract to closing. 4. Client and Stakeholder Communication 1. Respond promptly and professionally to inquiries from leads and clients. 2. Assist with scheduling consultations, showings, inspections, and transaction appointments. 3. Provide clients with appropriate updates while keeping the agent informed. 4. Follow up after appointments, showings, open houses, and consultations. 5. Maintain professional communication with lenders, attorneys, title companies, cooperating agents, and vendors. 6. Assist with past-client follow-up, home anniversary campaigns, review requests, referrals, and client-retention efforts. 5. Marketing and Social Media 1. Assist with creating and scheduling content for real estate social media accounts. 2. Help market new listings, open houses, price reductions, recently sold properties, buyer needs, and educational content. 3. Create or coordinate basic graphics, captions, short-form videos, and listing promotions. 4. Assist with email and text campaigns for leads, past clients, and current prospects. 5. Monitor social media comments and messages and ensure potential leads receive a timely response. 6. Help repurpose listing information, market updates, and educational topics into engaging content. 7. Track basic campaign activity and identify which marketing efforts are generating inquiries. Required Qualifications 1. Previous experience working as a Real Estate Virtual Assistant, Inside Sales Assistant, Transaction Coordinator, or similar real estate support role. 2. Demonstrated experience with real estate lead generation, prospecting, and follow-up. 3. Experience managing a real estate CRM and maintaining an active lead pipeline. 4. Working knowledge of the residential real estate process from initial lead through closing. 5. Experience coordinating transactions from accepted contract to close. 6. Strong verbal and written communication skills in both English and Spanish. 7. Spanish fluency is required. 8. Strong organizational skills and close attention to detail. 9. Ability to manage multiple clients, leads, transactions, and deadlines at the same time. 10. Ability to work independently, take initiative, and identify what needs attention without waiting for constant instructions. 11. Professional and confident communication skills when speaking with leads, clients, agents, lenders, attorneys, and title companies. 12. Reliable internet connection, quiet workspace, and the ability to make professional outbound calls. Preferred Experience 1. Experience with Follow Up Boss, Pipedrive, Open to Close, or similar CRM and transaction management platforms. 2. Familiarity with MLS systems, property listings, real estate contracts, and transaction documentation. 3. Experience with Canva, Meta Business Suite, Instagram, Facebook, TikTok, or other social media tools. 4. Experience creating email campaigns, text campaigns, and automated follow-up sequences. 5. Experience calling and reengaging older leads, past clients, and unresponsive prospects. 6. Familiarity with the Chicago, Illinois, or Northwest Indiana real estate market is helpful but not required. Performance Expectations The person selected for this role will be expected to: 1. Follow up with leads consistently and according to the assigned schedule. 2. Keep the CRM accurate, organized, and updated daily. 3. Generate conversations and appointments through proactive outreach. 4. Prevent leads and transaction deadlines from being overlooked. 5. Communicate problems, delays, and important updates promptly. 6. Maintain professionalism and confidentiality when handling client and transaction information. 7. Provide clear reports regarding calls, conversations, appointments, lead status, pending tasks, and transaction progress. 8. Look for ways to improve systems, follow-up processes, and overall productivity. The Ideal Candidate The ideal candidate is confident speaking with leads, comfortable making outbound calls, and understands how to build rapport without sounding scripted or overly aggressive. You should be persistent without being pushy, organized without needing constant supervision, and comfortable holding yourself accountable for follow-up and results. We are looking for someone who wants to become an important long-term member of our team, not someone who is simply completing isolated administrative tasks. There is an opportunity to take on additional responsibility and grow within the position based on performance, reliability, communication, and results.