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Check pages for broken links, formatting issues, missing images, or outdated information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