Real Estate Virtual Operations Assistant

We are a Florida real estate brokerage looking for a part time Real Estate Virtual Operations Assistant with strong organization skills, CRM experience, appointment setting ability, and basic WordPress support experience.

The first priority is organization. We need someone who can help keep leads, clients, follow ups, appointments, documents, calendar items, marketing tasks, and daily operations organized so nothing falls through the cracks.

Bilingual English and Spanish is a strong plus.

Main Responsibilities:

• CRM Management

Enter and organize leads in Zoho CRM

Update contact records

Tag leads by type, including buyer, seller, renter, landlord, investor, agent, vendor, referral partner, and past client

Add notes after calls, texts, and emails

Set next follow up dates

Prepare daily follow up lists

Make sure every lead has a clear next action

Keep the pipeline organized and updated

•Lead Follow Up and Appointment Setting

Call, text, and email leads using approved scripts

Follow up with renter, buyer, seller, landlord, and past client leads

Schedule calls, consultations, and showing appointments

Confirm appointments

Contact listing agents to request showing availability

Update Zoho CRM after every call or message

Flag urgent leads or client issues for review

•Administrative and Document Tracking

Track missing documents from clients

Organize files in Google Drive

Rename and save documents properly

Maintain checklists for rental applications, listings, transactions, and client files

Prepare missing document reports

Flag urgent items for review

Help keep brokerage files organized and compliant

•Calendar and Email Support

Help manage appointments and reminders

Add follow up tasks and deadlines to the calendar

Draft email replies for approval

Flag important messages

Prepare a daily task summary

Help make sure appointments, deadlines, and client follow ups are not missed

•Marketing and Content Support

Draft social media captions

Create Canva graphics

Prepare blog drafts

Help with newsletter drafts

Organize content ideas

Prepare posts for review before publishing

Help repurpose real estate content for Instagram, Facebook, Google Business Profile, and the company website

•WordPress and Website Support

Help update WordPress blog posts

Format blog posts with headings, images, links, and basic SEO structure

Make simple website updates under direction

Check pages for broken links, formatting issues, missing images, or outdated information

Help organize website content and blog categories

Assist with basic troubleshooting when possible

Flag technical issues that require a developer

Requirements:

Strong written English

Comfortable speaking on the phone in English

Spanish speaking ability is a strong plus

Organized and detail oriented

Able to follow instructions carefully

Reliable and responsive

Comfortable using Zoho CRM or willing to learn quickly

Familiar with Google Workspace

Experience with real estate is strongly preferred

Experience with Canva, Facebook, Instagram, WordPress, blog formatting, or email marketing is a plus

Some availability during Eastern Time business hours is required

Must be comfortable sending a daily work report at the end of every shift

Important Compliance Note:

This is an administrative support role for a Florida real estate brokerage. The assistant will not negotiate, give real estate advice, explain contracts, discuss pricing strategy, interpret legal documents, provide property opinions, or perform any activity that requires a Florida real estate license. All scripts, client messages, marketing, website updates, and public posts must be approved before use.

Schedule and Pay:

Part time to start

10 to 15 hours per week

$4 to $6 USD per hour depending on experience

Opportunity to increase hours if the working relationship is successful

To Apply:

Please answer the screening questions carefully. Applications that do not follow instructions will not be considered.