Real Estate Operations & Listing Coordination Virtual Assistant

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Real Estate Operations & Listing Coordination Virtual Assistant based in Canada. We are looking for a dependable and proactive Real Estate Operations Assistant to support the daily operations of a virtual residential real estate business in the United States. In this remote role, you will coordinate approximately 50 property listings annually while managing rental listings, transaction administration, CRM activities, and client communications. You will help ensure business continuity by keeping essential workflows moving, particularly when the broker is traveling, unavailable, or focused on other priorities. Working with established procedures, templates, and AI-powered tools, you will take ownership of routine administrative tasks and listing coordination. You will also contribute to marketing activities, document management, and client follow-ups while collaborating with the broker and authorized professionals. This is an excellent opportunity for an organized real estate professional who values autonomy, accuracy, and reliable operational support. Accountabilities: As a Real Estate Operations & Listing Coordination Virtual Assistant, you will provide comprehensive administrative and operational support across property listings, rental management, transaction coordination, and everyday business activities. - Listing Preparation & Support - Organize seller information, property details, photographs, and supporting documentation. - Prepare MLS data-entry drafts and listing materials using verified information and broker instructions. - Coordinate photography, photo editing, floor plans, approved virtual staging, and other listing-related vendors. - Draft property descriptions and marketing materials for broker review and approval. - Set up showing services, maintain listing launch checklists, and summarize showing activity and feedback. - Complete approved listing updates and identify missing information or potential issues. - Rental Listing Support - Organize landlord information, property details, photographs, and rental records.

- Prepare rental listing drafts and approved updates for MLS and other relevant platforms. - Handle routine administrative communications using approved information and scripts. - Track rental application documents and signature requests. - Escalate substantive rental inquiries and matters requiring professional judgment to the broker. - Documents & Transaction Coordination - Prepare document packages using approved forms and information provided by the broker. - Send authorized electronic signature requests and monitor their completion. - Maintain organized records across transaction management platforms, brokerage back-office systems, and document storage tools. - Monitor transaction deadlines and upcoming milestones while flagging missing documents or potential delays. - Request authorized documentation and factual status updates from clients, title companies, lenders, homeowners associations, and vendors. - CRM, Research & Client Follow-Up - Maintain accurate contact records, notes, and follow-up activities in the broker's AI-connected CRM. - Identify clients who may benefit from additional follow-up or review requests. - Prepare prioritized follow-up lists and draft client communications for approval. - Research property details and comparable-market information to support comparative market analyses (CMAs) and pricing assessments, leaving all pricing recommendations to the broker. - Marketing & AI Tools - Create graphics, newsletters, social media posts, and short videos using approved AI and design tools. - Develop effective AI prompts and carefully verify generated content against reliable information.