Tech-Savvy Admin and Social Media Assistant with CRM and Database Experience

Tech-Savvy Admin & Social Media Assistant with CRM/Database Experience for Gail

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

My promise to you

• I provide a FUN working environment.
• We are constantly learning new things.
• We are a team who wants to be the best at what we do, which means you have the BEST teammates.
• We ALWAYS pay on time.
• I treat all of my team members with respect and love.

Client Overview

Gail is a realtor working in residential sales and rentals. She also owns a lot of rental property herself. She is looking for an awesome unicorn who can help her with organizing data and setting up systems.

Client Requirements

Must be able to work 20 hours/week, with potential to increase to full-time if everything goes well

Must be able to work any 4-hour block between 7am and 5pm Pacific Time (US). A split schedule, 7am to 9am and 2pm to 4pm Pacific Time (US), is also an option.

Must have strong English communication skills (written and verbal)

Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently

Must have high technical ability and use ChatGPT or other AI tools to figure out new tools and solve problems on your own

Must have experience with CRMs, email platforms, or calling systems similar to Gail’s, and be excited to learn her specific tools

Must have sharp and creative, and get excited about setting up data, systems, and social media

Nice to have: real estate industry knowledge or experience

Responsibilities/Tasks

Must-Have Experience (Responsibilities You Must Be Proficient In)

These are the tasks the VA needs to handle independently and confidently from day one:

Database Cleanup & Contact Entry in Top Producer, Constant Contact, and Vulcan7

Experience with Top Producer, Constant Contact, and Vulcan7 is helpful and a nice-to-have, but not required.

Clean up Gail’s databases and files: delete what’s not needed and organize contacts into categories

Enter new contacts and leads, such as from photos of open house sign-in sheets

Transfer contacts from one system to another

Organize calling groups in Vulcan7, add new ones, and load farm area lists and call lists

Follow-Up & Systems

Set up drip campaigns and automatic emails sent out at set times

Log notes from Gail’s voice notes after her calls and remind her who to follow up with and when

Find features in Gail’s systems and platforms that she isn’t using yet and set them up

Turn Gail’s ideas into working systems, including systems for staying in touch with contacts

Social Media

Post on Gail’s Facebook and Instagram

Set up social media accounts

Other Administrative Tasks

Help Gail with tech tasks, like changing passwords, and show her how to do things

Nice-to-Have Experience (Responsibilities You Can Learn Over Time)

These tasks are valuable but can be trained on the job:

Put listings on the San Diego MLS. Experience with the San Diego MLS is helpful and a nice-to-have, but not required.

Send out a monthly newsletter

Post on X and update Gail’s LinkedIn profile (new photo and updated bio)

Pay and Benefits

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses