Job Title: Virtual Assistant for Real Estate (AI-Enhanced Workflow)
Location: Fully Remote (Global – open to any timezone)
Position Type: Part-Time, Contract-to-Hire (20-25 hours per week)
Compensation: $600 per week (with a clear path to a full-time, salaried position)
Target Start Date: [Insert Date]
About the Role
We are looking for a highly organized and tech-savvy Virtual Assistant to support a growing real estate investment and property management operation. You will handle administrative, operational, and client-facing tasks including lead management, calendar coordination, document preparation, property research, transaction coordination, and CRM maintenance. You are expected to use AI tools (ChatGPT, Claude, Otter.ai, Fireflies.ai, Zapier AI, Bardeen, or Real Estate-specific AI tools like Rechat or PropertyRadar) to automate email drafting, transcribe calls, summarize property research, generate listing descriptions, schedule follow-ups, and analyze market data — while possessing the real estate knowledge, attention to detail, and professional judgment to verify AI outputs, maintain compliance, and deliver flawless administrative support. This role is ideal for an assistant who wants to work smarter, not longer, with a clear path to full-time employment.
Responsibilities
Manage calendars for real estate agents, property managers, or investors including scheduling showings, inspections, meetings, and closings.
Use AI tools to draft professional emails, follow-ups, listing descriptions, and client communications — then personalize and review before sending.
Transcribe and summarize client calls, investor updates, and team meetings using AI transcription tools (Otter.ai, Fireflies.ai, or Fathom).
Input, update, and maintain data in CRM systems (HubSpot, Salesforce, Follow Up Boss, or Propertybase) with AI-assisted data entry and deduplication.
Conduct property research including comparable sales (comps), tax records, school ratings, crime statistics, and zoning information using AI search tools and real estate databases.
Prepare documents such as purchase agreements, lease contracts, disclosure forms, and addendums using templates and AI-assisted document generation.
Coordinate transaction timelines from offer to closing, tracking contingencies, deadlines, and required signatures.
Respond to inbound leads (email, text, social media) using AI-suggested response templates and escalate as needed.
Generate weekly reports on lead activity, pipeline status, and property metrics using AI-assisted spreadsheet formulas or dashboard tools.
Stay current with real estate AI tools and suggest workflow improvements to increase team efficiency.
Job Qualifications
Required:
1-3 years of experience as a virtual assistant, administrative assistant, or real estate assistant (freelance or employed).
Familiarity with real estate terminology (MLS, contingencies, escrow, title, disclosures, commissions, closing costs).
Experience with at least one CRM system (HubSpot, Follow Up Boss, Salesforce, Zoho, or Propertybase).
Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) or Microsoft Office (Outlook, Excel, Word).
Demonstrated experience using at least two AI tools (ChatGPT, Claude, Otter.ai, Fireflies.ai, Zapier, Bardeen, or similar) in a professional administrative workflow.
Strong written English communication skills — you can draft professional emails and client-facing messages independently.
Ability to work independently across time zones with minimal supervision.
Reliable internet connection, quiet workspace, and a functional computer.
Nice to Have:
Experience specifically supporting real estate agents, investors, property managers, or brokerages.
Knowledge of MLS systems (Bright MLS, CRMLS, HAR, or similar) and ability to run basic searches.
Familiarity with transaction coordination software (Skyslope, Dotloop, DocuSign, or Qualia).
Experience with social media management (scheduling posts, engagement tracking) for real estate.
Basic understanding of lead generation funnels (Zillow, Realtor.com, or direct mail campaigns).
Experience with project management tools (Asana, Trello, Monday, or ClickUp).
Knowledge of AI prompt engineering for real estate-specific tasks (market summaries, buyer/seller scripts).
Experience working with global or remote teams across multiple time zones.
Personal Skills
Highly organized – You track multiple properties, clients, and deadlines without dropping tasks.
Detail-obsessed – You catch missing signatures, incorrect dates, and data entry errors before they become problems.
Proactive communicator – You anticipate needs, flag issues early, and ask clarifying questions.
Trustworthy and discreet – You handle sensitive client and financial information with integrity.
Fast learner – You adapt quickly to new software, AI tools, and real estate processes.
Results-driven – You focus on completing tasks accurately and on time, not just staying busy.
Calm under pressure – You handle last-minute showing requests and urgent document signings professionally.
Compensation & Path to Full-Time
Contract Terms (First 3 Months):
$600 per week (based on 20-25 hours per week)
Paid bi-weekly via [PayPal / Wise / Gusto / Direct Deposit]
Flexible schedule within agreed-upon availability windows
Path to Full-Time (After 3 Months, Based on Performance):
Full-time salaried position: 55,000–55,000–65,000 per year (depending on experience)
Health, dental, and vision insurance (US-based employees) or stipend (global)
Paid time off (15 days per year)
Annual learning budget ($1,000 for courses or certifications)
AI tool subscription stipend
Performance Criteria for Conversion:
Consistent on-time task completion
Proactive identification of workflow improvements
Positive feedback from agents and clients
Successful integration of AI tools to improve efficiency
Benefits During Contract Period
What you get from this contract:
AI tool subscription stipend – $50/month reimbursement for ChatGPT Plus, Claude Pro, Otter.ai, or similar.
Flexible hours – Work when you are most productive, as long as core response windows are met.
Global, remote-first culture – No location restrictions; work from anywhere.
Clear advancement path – Contract-to-hire is the standard, not the exception.
Direct mentorship – Weekly check-ins with an experienced operations manager.
Paid training time – Up to 2 hours per week allocated for learning new AI tools or real estate systems.
No micromanagement – We measure outcomes, not keystrokes or online status.
Why Choose This Contract
Most real estate VA roles expect you to manually type every email, transcribe every voicemail, and chase down every deadline without modern tools. We believe AI can handle the repetitive administrative work so you can focus on higher-value coordination and client communication. You will use AI to draft emails in seconds, summarize hour-long calls in minutes, and generate property reports without manual spreadsheet work. If you are a virtual assistant who already uses AI tools (or is eager to learn) and wants a clear path to full-time employment with a growing real estate team, this is the role for you.
How to apply
subscribe to this substack (for email updates and communications)
download and install this browser extension (the multi step install process is surprisingly effective against bots)
wait for an email with the next steps on where to send your CV and cover letter
What to expect
You will be required to apply with your resume and a cover letter detailing a complex technical challenge you led and how you approached the solution. Details will be communicated later.