Job Description:

Virtual Dream Team is hiring a highly organized and tech-savvy Executive Assistant / Transaction Coordinator to support a fast-paced real estate business. In this role, you’ll help manage transactions, coordinate communication with clients and agents, maintain accurate records, and keep daily operations running smoothly.

This is a great opportunity for someone with strong administrative skills who enjoys structure, communication, and real estate operations. If you’re proactive, detail-oriented, and comfortable handling multiple moving parts, you’ll thrive in this role.

Key Responsibilities:

• Manage email inboxes, including filtering messages and sending standard template responses on behalf of the owner

• Send transaction updates, preliminary title reports, and end-of-transaction documents to clients and agents

• Maintain calendars with important transaction deadlines, reminders, and canceled transaction updates

• Create and manage transactions inside Paperless Pipeline

• Update transaction statuses, broker details, and agent information accurately

• Send executed documents to all required parties in a timely manner

• Order and track HOA resale packages and distribute HOA documents to buyers or buyer’s agents

• Create invoices, send invoices to title companies when applicable, and track outstanding balances

• Prepare monthly statements for unpaid invoices and assist with cost tracking

• Support marketing and research projects, including social media posting and market research

• Help document and maintain SOPs for business processes

• Coordinate bi-weekly meetings as the role grows

Required Tools:

• QuickBooks Online

• Google Workspace

• Google Docs

• Google Sheets

• Google Calendar

• Gmail

• Google Drive

• Google Meet

• Paperless Pipeline

What We're Looking For:

• Previous real estate experience is highly preferred, especially transaction coordination or administrative support

• Strong organizational skills with the ability to manage multiple deadlines and details

• Tech-savvy and confident learning new systems and tools quickly

• Clear and professional written communication skills

• Comfortable working independently while staying responsive and proactive

• Detail-oriented with strong follow-through and accuracy in documentation and updates

Working Hours:

• Part-time role, 20 hours per week

• Schedule: 8:00 AM to 12:00 PM PST

• Rate: $5/hr

Benefits:

• Paid 30 business days of training + completion bonus

• Work-from-home opportunity

• Yearly anniversary bonus

• 9th month and performance bonuses

• Emergency Support Program

• Birthday vacation bonus

• Access to continuous training resources

• Supportive and high-performing VA community

• Weekly payments

• PhilHealth reimbursement or HMO option

Why Join us?

Join us at Phyllis Song Virtual Dream Team, where we empower real estate virtual assistants to thrive in a supportive, growth-oriented environment. Here, you'll have the opportunity to work with a dynamic team, develop your skills, and make a meaningful impact in a flexible, balanced work setting.