Virtual Assistant

1 week ago

Eastwood Metro Manila, Philippines Outsourced Quality Assured Services Inc. (ISO Certified) Full time

Role Overview:

We are seeking a highly organized and versatile Virtual Assistant to provide comprehensive support to our commercial real estate team. The ideal candidate will have experience in property marketing, business systems, office administration, and be adept at multitasking across a diverse set of responsibilities. You will play a key role in supporting listing activities, client communication, admin processes, and optimizing our operations for maximum efficiency.

Primary Responsibilities:

Business Systems & Operations

● Maintain, update, and troubleshoot business systems and real estate databases.

● Process office files and manage documentation workflows.

● Oversee client invoicing, commission payments, and bookkeeping.

● Track listing activity and generate client reports.

● Maintain lease renewal calendars and send notifications.

Listing & Property Support

● Prepare and assemble listing presentations and proposals.

● Run comparables, evaluate properties, and prepare listing materials.

● Coordinate standard marketing procedures and prepare resources for property

marketing.

● Manage all aspects of listing preparation, including disclosures, document requests,

seller questionnaires, and inspecting schedules.

● Assemble disclosure folders and ensure compliance with required regulations.

Marketing & Media

● Create and distribute marketing materials, brochures, and property information packets.

● Coordinate photography, floor plans, and other media requirements for listings.

● Write and manage listing descriptions and informational content.

● Handle listing email blasts and broker database updates.

● Maintain sold properties page and active listings on company website.

Digital Presence & Website Management

● Update, manage, and refresh content on the company WordPress website.

● Post and update sold property information and ensure accurate data representation.

● Support website-related tasks for new team members and minor site enhancements.

● Draft and publish social media posts related to listings, achievements, and company

updates.

Client & Transaction Coordination

● Coordinate inspections with clients, agents, and third parties.

● Collect and organize tenant applications and financials for leasing.

● Draft letters of intent (LOIs) and coordinate execution workflows.

● Communicate professionally with clients to request, track, and file documents.

Required Skills and Qualifications:

● 2+ years' experience as a virtual assistant, admin assistant, or coordinator (commercial

real estate experience strongly preferred).

● Excellent written and spoken English; skilled in client and team communication.

● Strong abilities with marketing, content creation, print and digital media (including flyers,

brochures, and social posts).

● Experience with business systems, CRM, and office suites (Google Workspace,

Microsoft 365).

● Bookkeeping or basic accounting skills; ability to process commissions and invoices

accurately.

● Experience with website management (WordPress or similar CMS).

● Highly organized, detail-oriented, and able to multitask effectively across multiple

projects.

● Comfortable taking initiative, problem solving, and adapting to evolving business needs.

Desirable (Nice-to-Have):

● Design skills (Canva, Adobe Suite, or similar).

● Direct experience in leasing, listing compliance, or real estate administration.

● Familiarity with a variety of property management, marketing, and bookkeeping tools.

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