Real Estate Executive – Administrative Operations, CRM Support

Job not on LinkedIn

🔥 1 hour ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 15%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.Why this score:

• Just posted.
• Jobs at this company usually fill in 23 days.
• No salary listed.

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Scale Virtually VA

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

👥 HR Tech

Consulting • Marketing • HR Tech

Scale Virtually VA is a world-class staffing agency that specializes in providing skilled virtual assistants to help businesses streamline operations and enhance productivity. They offer customized solutions for administrative tasks, marketing, sales, and real estate services, allowing companies to focus on core revenue-generating activities. Through a comprehensive recruitment process, Scale Virtually ensures that the right talent is placed in the right roles, facilitating rapid business growth and operational efficiency.

📋 Description

• Review, organize, prioritize, and flag emails and correspondence for three managing partners • Draft routine client and business communications • Coordinate calendars, appointments, meetings, and scheduling details • Track administrative assignments, deadlines, and outstanding items • Maintain organized business records, documents, and operational information • Independently navigate and administer Compass CRM and associated Compass platforms • Create and update contact, prospect, lead, and listing records • Monitor incoming leads and document required follow-up activities • Create and manage CRM tasks, reminders, activities, notes, and communication histories • Set up buyer property searches and notifications in Compass • Organize prospects and maintain lead follow-up and nurturing schedules • Support approved email outreach and client communications • Research and compile prospect lists for ISA lead-generation activities • Coordinate prospect list delivery, corrections, and updates with the ISA • Enter and update property listing information and supporting documentation • Prepare forms, contracts, and related documentation using approved templates under supervision • Coordinate document handoffs with the Transaction Coordinator • Create, schedule, and manage email marketing campaigns using Flodesk and other approved platforms • Build and maintain email nurturing sequences and audience lists • Follow SOPs, maintain operational checklists, and suggest automation or process improvements • Use approved AI-assisted tools, including Claude where applicable • Coordinate workflow updates with Scale Virtually's Process Engineering Team • Submit structured Start-of-Day and End-of-Day reports • Track assigned work through completion and escalate urgent matters or potential delays • Provide three managing partners with dependable administrative operations, CRM management, lead coordination, and listing and buyer administration support

🎯 Requirements

• Hands-on experience using Compass's real estate platforms, particularly Compass CRM, in an actual real estate working environment • Ability to independently perform relevant Compass CRM activities without foundational platform training • Previous work as a Real Estate Virtual Assistant, Real Estate Executive Assistant, or Real Estate Administrative Assistant • Understanding of residential real estate terminology and administrative workflows, including buyer inquiries, seller prospects, property listings, and transaction-related documentation • Experience maintaining CRM records, organizing leads, documenting interactions, and coordinating follow-up activities • Experience supporting property listing administration and buyer-related workflows • Ability to support multiple executives while organizing priorities, communications, and task ownership • Ability to complete established administrative workflows without daily instructions, constant checking, or repeated reminders • Clear and professional written and spoken English communication • Accurate maintenance of contact records, notes, documents, follow-up tasks, and operational information • Ability to follow documented processes and identify when clarification or escalation is necessary • Ability to handle sensitive client information discreetly and recognize when partner approval is required • Availability during STK's designated U.S. business hours • Candidates must be able to distinguish between tools they have actually used and tools they have only encountered or studied

🏖️ Benefits

• Paid Time Off • HMO • Fully Remote Work • Full-time schedule of 40 hours per week may be available • Part-time schedule of 20 hours per week may be considered • Weekend availability may be requested depending on operational requirements and mutually agreed schedule

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