Real Estate Virtual Assistant

2 days ago

Manila, National Capital Region, Philippines TaskPluto Full time ₱30,000 - ₱60,000 per year

About the Role

We are seeking a detail-oriented and proactive Real Estate Virtual Assistant to provide administrative and operational support to a real estate professional. This role is focused on ensuring seamless documentation, backend system management, and process refinement for residential and commercial transactions.

If you thrive on organization, love refining processes, and have a sharp eye for detail, this position offers the opportunity to support a growing real estate business while enjoying flexible, remote work.

Key Responsibilities

1. Documentation & Paperwork Management

  • Assist in filling out and managing real estate documentation, ensuring accuracy and timeliness.
  • Populate contracts with client information and label forms correctly based on the transaction type (residential, commercial, condos, etc.).
  • Manage electronic signing platforms like NexOne, including adding clients, tagging signature points, and following up if signatures are delayed.
  • Upload completed and signed documents to the brokerage's backend system (e.g., Real Broker, Real Bolt).
  • Create and maintain an organized system for document storage (e.g., Google Drive, Dropbox).
  • Review and ensure all required documentation is collected, including FINTRAC and AML compliance information.

2. System & Process Support

  • Work within backend brokerage systems to confirm commissions, upload contracts, and monitor pending tasks.
  • Refine and document internal processes to enhance efficiency and ensure tasks are not missed.
  • Utilize platforms like Pillar 9 for MLS listings—input data, upload listing photos, and ensure information accuracy.
  • Support with data gathering, including pulling land titles, tax information, and property dimensions.

3. Communication & Coordination

  • Maintain open communication with the client, providing status updates and ensuring clarity on documentation requirements.
  • Follow up with clients post-document submission to address questions or confirm next steps.
  • Be cc'ed in relevant emails for coordination, such as booking home photography or preparing listings.
  • Communicate with clients directly when collecting essential compliance information.

4. Quality Control

  • Conduct detailed reviews of documentation to ensure accuracy and completeness, preventing potential mistakes that could affect transactions.
  • Proactively flag and rectify discrepancies in the backend system.
  • Double-check all uploads and cross-reference with checklists to avoid missing documentation.

Qualifications & Skills

  • Experience in real estate administration or a similar role is highly preferred.
  • Degree in Business Administration, or a related field is preferred.
  • Familiarity with Canadian real estate platforms such as Pillar 9, Real Broker, NexOne, and Real Bolt is a plus.
  • Strong attention to detail and a proactive, problem-solving attitude.
  • Highly organized with the ability to manage multiple tasks and deadlines.
  • Excellent written and verbal communication skills.
  • Comfortable with platforms like Google Docs, Loom, Flodesk, and Dropbox.
  • Knowledge of compliance processes like FINTRAC and AML regulations is advantageous.
  • Ability to work independently while ensuring consistent updates and communication.

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