Job Title: Real Estate Personal Assistant / Sales Administration VA

Employment Type: Part-Time
Hours: 20 hours per week
Work Schedule: Monday to Friday, aligned with New Zealand business hours
Location: Remote, Philippines
Industry: Real Estate
Reports To: Sales Agents / Office Administrator

About the Role

We are seeking a highly organised, detail-oriented, and proactive Real Estate Personal Assistant / Sales Administration VA to provide administrative and marketing support to a team of real estate sales professionals.

The successful candidate will assist with CRM and client database management, property listing preparation, marketing coordination, document management, and general administrative tasks. The role requires someone who can work independently, manage multiple priorities, and communicate effectively with salespersons and internal teams.

Previous experience in real estate administration or agency support is highly desirable, as the role involves working with property listings, open homes, marketing campaigns, vendors, and sales-related documentation.

Key Responsibilities

Client & Contact Database Management

• Regularly update the CRM with new contacts from open home visitor registers.
• Enter and maintain accurate client and prospect information.
• Diarise house purchase anniversaries for agent follow-up at 1 month, 6 months, 12 months, and annually thereafter.
• Maintain a comprehensive spreadsheet of client transactions throughout the year.
• Keep client records organised and up to date to support Christmas cards, holiday gifts, and other client relationship activities.

Listing Preparation & Marketing Administration

• Enter marketing proposal requests and new property listings into Monday.com.
• Prepare marketing investment schedules and marketing calendars using existing Word templates.
• Coordinate with the Office Administrator to ensure property advertising and campaign requirements are correctly booked.
• Coordinate requirements such as auctioneers, signage, photography, videography, and advertising.
• Receive and organise property photography and videography according to brand standards.
• Upload approved property images and media to the CRM system.
• Upload and maintain property marketing copy and listing information in the CRM.
• Make listing amendments as directed by salespersons and confirm completed changes.
• Order and prepare property brochures and other materials required for open homes.
• Work with the marketing team to coordinate property marketing materials.
• Assist with preparing, typing, and formatting vendor marketing feedback reports.

Personal Profiling & Social Media

• Request client testimonials through RateMyAgent.
• Create social media posts using the company's design templates and Design Vault system.
• Assist salespersons with maintaining their personal profiles and online presence.
• Ensure content is accurate, professional, and aligned with brand guidelines.

General Administration

• Save email attachments and property documents into SharePoint using an organised filing structure.
• Maintain accurate and up-to-date online property files throughout each marketing campaign.
• Coordinate with the Office Administrator regarding missing or outstanding property documentation.
• Assist with general real estate administration as requested by salespersons.
• Monitor outstanding tasks and proactively follow up where required.
• Provide regular updates to salespersons confirming completed tasks or identifying information required to proceed.

Key Requirements

• Previous experience in real estate administration, property administration, sales administration, or a similar role is highly desirable.
• Advanced proficiency in Microsoft Office, particularly Word and Excel.
• Experience working with CRM systems and maintaining accurate client records.
• Experience with Monday.com or similar project/task management platforms is an advantage.
• Strong written and spoken English communication skills.
• Excellent attention to detail and accuracy.
• Strong organisational and time-management skills.
• Ability to manage multiple property campaigns and competing priorities.
• Comfortable working independently and taking ownership of assigned tasks.
• Ability to work confidently from WhatsApp voice notes and translate instructions into actionable tasks.
• Strong follow-through and ability to confirm when tasks have been completed.
• Comfortable asking clear and timely questions when additional information is required.
• Strong understanding of confidentiality when handling client and property information.
• Ability to learn new systems and processes quickly.
• Willingness to work 20 hours per week aligned with New Zealand business hours.

Desirable Skills

• Experience working for a New Zealand or Australian real estate agency.
• Experience with real estate CRMs.
• Experience with SharePoint.
• Experience with Monday.com.
• Experience with RateMyAgent.
• Experience with Canva or similar design platforms.
• Knowledge of property marketing and listing processes.
• Adobe InDesign and Photoshop proficiency is an advantage but not required.

Personal Attributes

The ideal candidate is:

• Highly organised and detail-oriented.
• Proactive and resourceful.
• Reliable and accountable.
• An excellent communicator.
• Comfortable working with minimal supervision.
• Able to manage confidential information professionally.
• Flexible and adaptable to changing priorities.
• Comfortable working with multiple salespersons.
• Solutions-focused and willing to take initiative.
• Confident working with voice instructions and converting them into completed tasks.

Working Hours

This is a 20-hour-per-week part-time position, with working hours aligned to New Zealand business hours.

The specific schedule can be agreed based on the team's requirements, but the successful candidate must have consistent availability during the agreed New Zealand working hours.