Highly organized and detail-oriented Real Estate Virtual Assistant with experience in CRM management, transaction coordination, marketing support, pipeline tracking, and administrative operations. Skilled in managing multiple platforms, maintaining data accuracy, supporting listings from launch to close, and ensuring smooth communication between clients, agents, and internal teams. Adept at handling fast-paced real estate workflows while improving systems, efficiency, and lead nurturing processes.
Duties and Responsibilities
CRM & Database Management
Update and maintain Follow Up Boss (FUB) and KW Command with all lead types, including new, existing, sold, bought, and Pond leads, ensuring accuracy and completeness
Import and manage contacts in Mailchimp to maintain updated email marketing lists
Create and manage automation workflows in FUB to nurture leads with timely and relevant communication
Perform accurate data entry and maintain records across multiple systems and CRMs
Build and maintain tracking systems to monitor lead activity, performance, and progress
Deal, Pipeline & Transaction Management
Track and manage deals in FUB and SISU, ensuring all pipeline stages are properly updated
Monitor KW Command pipeline from lead generation through closing
Develop and maintain structured pipeline stages to improve sales tracking efficiency
Create opportunities and ensure all required listing and transaction documents are complete
Assist in preparing and submitting offers
Import DocuSign loops into KW Command and manage integration processes
Create detailed opportunity checklists for task management and accountability
Marketing & Listings Management
Upload and manage listings, photos, flyers, and documents across all platforms
Design marketing materials including flyers, brochures, postcards, and social media graphics
Plan and execute marketing campaigns to attract and retain clients
Submit listings to RLI and other advertising platforms for maximum exposure
Ensure listing materials are accurate, complete, and consistent with branding standards
Administrative Support & Client Relations
Prepare and send monthly seller reports and client updates
Maintain consistent communication with sellers once listings are active
Manage calendars, schedules, meetings, and internal coordination
Handle email management to ensure timely and organized responses
Serve as a primary point of contact for client inquiries and support
Send digital cards and engagement messages to past clients for continued relationship building
Reporting & Campaign Management
Create, update, and monitor transactions in SISU
Generate reports and personalized communications such as Golden Letters
Support listing campaigns and performance tracking across multiple platforms
Tools & Platforms
CRM & Real Estate Systems
KW Command
Follow Up Boss (FUB)
Brivity
SISU
ZipForms
DocuSign
Folio by Amitree
Property & Listing Platforms
MLS Systems
Crexi
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LoopNet
LandID
Marketing & Design Tools
Canva
Mailchimp
Quantum Digital
Online Printing Services
Communication & Collaboration
Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)
Microsoft Office (Word, Excel, PowerPoint)
Zoom
Skype
Microsoft Teams
Google Meet
Slack
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3CX
Social Media & Marketing Channels<8efe80624d780eba0c6493ec45140364>Facebook
Instagram
LinkedIn
X (Twitter)
File Storage & Productivity
Dropbox
iCloud
Opera Browser
ChatGPT
