Real Estate Admin Assistant

Employer based in · Remote

Hiring talent from: all countries

Real Estate Admin Assistant (VA2) A. Transaction Coordination and Compliance Own the file from executed contract through closing and post-close, on every transaction. Build and police the critical-date timeline: inspection period, appraisal, loan approval and financing contingency, title commitment, walk-through, and closing. Chase every deadline proactively. Open each file in SkySlope, build the checklist, and drive it to a fully compliant, broker-approved state. No missing signatures, no missing addenda, no expired contingencies. Prepare and route documents for signature through DigiSign (and route fully executed copies back into the file). Coordinate with title and closing (escrow, title commitment, prelim HUD/CD review for accuracy, and scheduling) and with lenders on milestones. Understand military and VA-financed timelines specifically: VA appraisal and Tidewater notices, Notice of Value, funding fee, occupancy rules, and VA loan assumptions. PCS report dates make these deadlines unforgiving. Order and track inspections, home warranties, and repairs; collect repair receipts and addenda. Submit complete files for broker compliance at Levin Rinke Realty and prepare the commission disbursement authorization (CDA) so closings fund cleanly. Maintain a single source of truth on every deal's status the agent can glance at any time. B. CRM Management in Follow Up Boss (Nonnegotiable) Follow Up Boss is the heart of the operation. This is the single most important software requirement in this document. The hire must already be fluent in FUB, not willing to learn it. Keep the database clean: accurate stages, correct tags, deduped contacts, and no orphaned records. Run and maintain smart lists, action plans, and automated follow-up sequences; know how stages and tags trigger automation. Manage deals across the Buyers and Sellers pipelines and keep deal stages current as transactions move. Process referral intake from networks like M.O.R.E. and VeteranPCS: create the contact, apply tags, log the referral note, and create the follow-up tasks. Nurture the existing database with systematic, scheduled touches so warm leads and past clients never go cold. (Conversion of fresh leads belongs to the ISA; this is database stewardship.) Log every meaningful client interaction (calls, texts, emails) so the record is always complete. Comfort working alongside connected tools the team uses with FUB, including Zapier automations and the team's custom integrations. C. Client Communication and Triage Be the first line for inbound client texts, emails, and calls. Respond fast, warmly, and professionally. Run transaction group chats and email threads (buyer or seller plus lender, title, and agent) and keep everyone aligned on next steps and dates. Triage everything: handle the administrative and status questions directly, and escalate anything that requires the agent's judgment, advice, or a negotiation decision Field calls from clients, capture the need, and either resolve it or route it with full context so the agent is never starting cold. Communicate in clear, natural, professional American English. Clients should never feel friction or confusion. This is client-facing and the standard is high. D. Listing Support Enter new listings into the MLS accurately and on time, including all required fields and disclosures. Write compelling, accurate, SEO-aware property descriptions consistent with the team's brand voice. Upload, order, and caption listing photos; coordinate media and floor plans. Set up showing instructions and lockbox/showing tools, collect and summarize showing feedback, and report it back to the agent and seller. Manage listing status changes (Active, Pending, Sold) and keep the MLS and CRM in sync. E. Document Administration, Storage, and Organization Maintain a clean, logical, consistent filing system for every transaction and client so any document can be found in seconds. Ensure document retention meets brokerage and state requirements; nothing missing, nothing misfiled. Standardize naming conventions and folder structure across all live and closed files. Own version control on contracts and addenda so the current executed version is always obvious. F. Existing-Lead Database Management Work the leads already in the CRM: segment them, prioritize them, and keep them on the right follow-up cadence. Hand qualified, ready-to-move contacts to the agent or ISA with full context and history. Keep notes and next-step tasks current on every active relationship so no opportunity is dropped. G. Inbox, Calendar, and Daily Triage Manage and triage the agent's email: clear noise, flag what matters, draft responses, and surface what truly needs him. Protect and coordinate the calendar: appointments, closings, inspections, and deadlines, with reminders so nothing is missed. Start each day with a status of what is on fire, what is due, and what the agent needs to personally touch. Get the agent back on track and keep him there. This is the felt outcome of the whole role. Required Experience Tiered into what is absolutely required versus what makes a candidate exceptional. Do not compromise on the nonnegotiables. Prior real estate industry experience (US residential transactions) NONNEGOTIABLE Hands-on Follow Up Boss CRM experience (daily user, not just aware of it) NONNEGOTIABLE Transaction coordination experience: running files contract to close NONNEGOTIABLE SkySlope (or equivalent compliance/transaction platform) experience NONNEGOTIABLE DigiSign or comparable e-signature platform (DocuSign, Authentisign, dotloop) NONNEGOTIABLE MLS experience: data entry, listing input, and photo upload NONNEGOTIABLE Excellent written and spoken American English, client-facing NONNEGOTIABLE Listing agent / listing-side support experience STRONGLY PREFERRED Familiarity with military relocation, VA loans, and PCS-driven timelines STRONGLY PREFERRED Florida and/or Alabama market or contract familiarity (FAR/BAR,AREC forms) STRONGLY PREFERRED Active or inactive real estate license (FL, AL, or US) STRONGLY PREFERRED Experience with Zapier, ShowingTime, Google Workspace, and Canva STRONGLY PREFERRED Experience supporting a high-volume team (multiple files at once) STRONGLY PREFERRED  TOOLS: The team's working stack. The hire should be productive in the nonnegotiable tools on day one and a fast study on the rest. Follow Up Boss Stages, tags, smart lists, action plans, deals, referral intake, logging, reporting Fluent / Day 1 SkySlope Open files, build and complete checklists, submit for broker compliance Fluent / Day 1 DigiSign Prepare, send, track, and file e-signature packets Fluent / Day 1 MLS Listing input, photo upload, status changes, accurate data entry Fluent / Day 1 Email + Calendar Inbox triage, drafting, scheduling, deadline reminders (Google Workspace / Gmail) Fluent / Day 1 ShowingTime Showing setup, instructions, feedback collection Proficient Zapier Run and monitor existing automations between FUB and other tools Working knowledge Canva Light listing and social graphics from team templates Working knowledge Texting platform Client SMS through the team's chosen tool, logged to FUB Proficient  Nonnegotiable Traits and Soft Skills Skills can be trained. These traits cannot. Screen hard for them. Proactive, not reactive. They move before being asked, anticipate the next deadline, and surface problems early instead of hiding them. Obsessive about detail. In a business where a missed contingency date can cost a client their deal and earnest money, attention to detail is survival. Calm under volume. They juggle many live files, shifting priorities, and constant inbound without dropping anything. Outstanding communicator. Clients, lenders, title, and cooperating agents all experience this person as polished, warm, and clear. Accountable and reliable. They take ownership of outcomes, do what they say, and follow up until things are closed, not just started. Relentless on follow-up. They never leave a thread, task, or question hanging. Closure is a habit. Discreet and trustworthy. They keep client and transaction information private and professional at all times. Tech-fluent and adaptable. Tools change. The right hire learns systems fast and improves the process as they go. Service-minded. Real respect and patience for military clients moving on tight, stressful timelines is a genuine asset on this team. 7. Compliance Guardrails (Read This Carefully) If the hire is an unlicensed assistant, Florida (FREC/DBPR) and Alabama (AREC) both limit what they may legally do. This protects your license, so it is built into the role rather than left to chance. An unlicensed assistant generally MAY: Handle administrative, clerical, and transaction-coordination tasks. Schedule appointments, inspections, and closings; manage calendars and files. Prepare and assemble documents and route them for signature at the agent's direction. Enter listings into the MLS, upload photos, and update statuses using information the agent provides. Communicate factual, administrative, and status information to clients (dates, what is needed, what is next). Place follow-up touches and manage the database under the agent's supervision. An unlicensed assistant generally MAY NOT: Negotiate price or terms, or discuss or interpret contract terms with a party. Give real estate, pricing, or market advice, or answer questions that call for licensed judgment. Solicit or convert prospects into clients (another reason lead conversion sits with the licensed ISA and the agent). Hold themselves out as a licensed agent or perform any activity that requires a license. Schedule notes: Please check client's Slack Channel: https://sphererocketva.slack.com/archives/C0B4MQXNV60/p1780786148058999