Job Summary:

The Virtual Administrative & Marketing Coordinator will support our client's growing real estate team. This role requires someone who can manage processes independently, maintain clean and accurate data, and support marketing, CRM, and transaction operations with minimal supervision.

Key Responsibilities:

• Provide administrative and transaction support by organizing, saving, and tracking important documents
• Follow up with clients to ensure all required documents are received on time
• Manage CRM using Follow Up Boss (FUB):
• Clean and maintain contacts
• Ensure data accuracy and integrity
• Set up and manage DRIP campaigns
• Build and manage mailing and cold-calling lists using Propstream
• Execute email marketing campaigns and email blasts via Mailchimp
• Design marketing materials and social media posts using Canva and Adobe Photoshop
• Prepare, edit, and manage documents using MS Office and Adobe Acrobat
• Send and manage documents for e-signature through Adobe Sign
• Conduct outbound calls for cold calling and appointment scheduling when needed
• Track clients and internal processes using Google Sheets
• Maintain organized file storage using Dropbox
• Communicate with the team via WhatsApp and Outlook
• Utilize AI tools (ChatGPT) to improve efficiency and workflow
• Ensure all tasks are completed accurately and on time with strong attention to detail

Job Specifications:

• College degree required
• Prior experience working with a real estate team or brokerage
• Strong experience with Follow Up Boss (FUB) CRM
• Proficiency in MS Office (Excel, Word, PowerPoint)
• Experience with Canva, Adobe Acrobat, and Adobe Photoshop
• Experience with Mailchimp and email marketing
• Familiarity with Propstream for list building
• Excellent written and verbal communication skills
• Comfortable speaking on the phone for client follow-ups and cold calling
• Highly organized, proactive, and able to work independently
• Able to manage processes without handholding or micromanagement
• Fast learner with strong problem-solving skills
• Must be detail-oriented, tech-savvy, and proactive. Someone who can take ownership of systems and workflows, keep data clean and organized, and support both marketing and transaction operations in a fast-paced real estate environment.