Administrative Support, Lead Follow-Up, Marketing, and Overflow Tasks

Job Description:
We are a fast-growing real estate brokerage in need of a reliable and adaptable Virtual Assistant who can manage a variety of tasks, including administrative support, marketing assistance, lead follow-up, and overflow help. This position is ideal for someone with experience in real estate, strong organizational skills, and the ability to handle a diverse set of responsibilities. You will be working closely with both our administrative team and agents to ensure that all operations run smoothly, leads are consistently nurtured, and marketing tasks are completed in a timely manner.

If you're a self-motivated individual with a problem-solving mindset, a passion for organization, and the ability to manage multiple priorities in a fast-paced environment, this could be the perfect fit for you!

Responsibilities:
1. Lead Management & Follow-Up (Overflow Support)
Lead Distribution & Follow-Up:

Support the call center and CRM teams by ensuring leads that come through the system are properly distributed and followed up on.
Help manage and organize leads in the CRM (e.g., Brivity, Core & More) and ensure no lead is neglected.
Re-engage old or inactive leads through personalized email s, text messages, or CRM-based follow-ups (no phone calls required).
Categorize leads in the CRM based on their current status (active, warm, cold, or unqualified), ensuring agents are notified when action is needed.
Work with agents to schedule appointments with qualified leads directly through CRM.
Pipeline Management:

Regularly check on the status of leads in the pipeline and ensure follow-up tasks are completed in a timely manner.
Provide updates to management and agents on lead status, and suggest strategies for re-engaging older or cold leads.
2. Marketing & Content Support (Overflow Support)
Social Media & Graphic Design:

Design and schedule social media posts (property listings, open houses, sold listings, etc.) using Canva or similar design tools.
Assist in the creation of promotional materials, including flyers for open houses, property showings, and property marketing campaigns.
Support marketing campaigns by creating content for social media platforms and ensuring that posts are aligned with the brokerage’s branding.
Assist in promoting listings, events, and company updates through email marketing platforms like Constant Contact or Mailchimp.

Email Marketing & Newsletters:

Assist with the creation, design, and distribution of monthly newsletters targeting buyers, sellers, investors, and potential recruits.
Help segment mailing lists and ensure that content is personalized based on recipient type (agents, buyers, sellers, investors).
Monitor email campaign performance and suggest improvements based on open rates, click-through rates, and other metrics.
3. Administrative Support & Overflow Tasks
Document Management & OneDrive Organization:

Support the team in maintaining an organized file system in OneDrive, ensuring all documents are up to date and easy to access.
Create, manage, and update standard operating procedures (SOPs) for the team to improve operational efficiency.
Organize and upload transaction-related documents into the appropriate folders, ensuring compliance with brokerage policies.
Assist with preparing and formatting documents for agents (e.g., contracts, addenda, disclosures).
Transaction Coordination Support:

Help facilitate e-signatures and ensure that all documents are completed and stored properly in the system.
Assist agents in managing transaction timelines, ensuring all required paperwork is submitted on time.
Monitor contract deadlines and send reminders to agents to ensure timely completion of necessary tasks.
Scheduling & Appointment Coordination:

Manage agents’ schedules for property showings, client meetings, and other important appointments.
Assist with scheduling meetings, virtual consultations, and follow-up calls for agents with leads, clients, or investors.
Ensure that all showing appointments are correctly booked in ShowingTime and that reminders are sent to agents and clients.
Database Management & Lead Tracking:

Help maintain accurate and up-to-date contact records for leads, vendors, and clients within the CRM and database.
Regularly clean and update databases to ensure data is accurate and easy to retrieve.
Assist with importing and exporting data into the CRM and other systems to ensure smooth lead management and communication flow.
4. Event Coordination & Logistics Support
Event Planning:
Support the team in planning and coordinating brokerage events, such as networking meetups, investor webinars, or recruiting events.
Help with event promotions through email marketing, social media posts, and listing event details on the brokerage's website.
Assist with logistics for virtual or in-person events, including booking venues, coordinating RSVPs, and ensuring that event materials are prepared.
After events, help manage post-event follow-up, including sending thank-you email s, sharing event recordings, or posting event highlights on social media.
5. Overflow Administrative & Operational Tasks
General Administrative Support:

Handle various ad-hoc administrative tasks that come up throughout the week, ensuring that everything runs smoothly.
Provide overflow support for other VAs, helping to balance workloads and ensuring deadlines are met.
Help with data entry, lead tracking, and organizing paperwork for the team.
Assist with preparing reports, performance tracking, and basic analytics related to marketing campaigns, lead follow-ups, or agent performance.
Vendor and Contact List Management:

Research and manage the vendor list for the brokerage, ensuring all information is current and accurate.
Assist in maintaining the team’s contact database and ensure that all new contacts (e.g., leads, vendors, partners) are properly entered and categorized.
Team Collaboration & Communication:

Regularly communicate with agents, other VAs, and tea m me mbers to ensure smooth workflow and to prioritize urgent tasks.
Help track and organize tea m me etings, take notes, and assist with follow-up actions based on meeting outcomes.
Assist with internal communications, ensuring that all tea m me mbers are kept in the loop regarding important updates or changes.
Qualifications:
Experience: At least 1-2 years of experience as a virtual assistant or administrative assistant, preferably in the real estate industry.
Skills:
Strong proficiency with CRM systems (preferably Brivity or Core & More), email marketing tools (Constant Contact, Mailchimp), and social media platforms (Instagram, Facebook , LinkedIn).
Familiarity with graphic design tools like Canva or Adobe Suite.
Comfortable working with cloud storage platforms such as OneDrive and Google Drive.
Excellent written and verbal communication skills.
Ability to prioritize tasks and manage multiple projects at once.
Strong attention to detail and high levels of organization.
Tech Savvy: Ability to quickly learn new tools and software as needed.
Real Estate Knowledge: Understanding of the real estate process and terminology is a plus but not required.
Perks & Benefits:
Flexible work hours with remote opportunities.
Access to real estate tools and training to improve your skills.
Opportunity to grow within a rapidly expanding company.
Collaborative, supportive team environment.
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