PH - Real Estate Administrative Assistant (British Columbia Experience Required)

About the Role

Do you have experience working as an Executive Assistant, Administrative Assistant, or in a similar administrative support role? If you are highly organized, detail-oriented, proactive, and comfortable managing multiple priorities, this role may be a strong fit for you.

As the Executive Assistant to our client, you will provide day-to-day administrative, operational, and client support for Jennifer’s real estate business. You will play a key role in keeping listings and transactions organized, maintaining client relationships, managing referrals, coordinating schedules and communications, and ensuring important tasks and deadlines are handled efficiently.

The ideal candidate is someone who can work independently, anticipate needs, follow through on tasks, communicate professionally, and maintain a high level of accuracy and organization in a fast-paced, client-focused environment.

Experience supporting a real estate agent, broker, executive, business owner, or similar professional is highly preferred. Familiarity with real estate transactions, listing coordination, MLS platforms, CRM systems, and client management processes is a strong advantage.

Key Responsibilities

1. Listing Coordination

• Prepare, organize, and maintain listing paperwork and required documentation.
• Coordinate with photographers, videographers, floorplan providers, and other media vendors as needed.
• Schedule and track listing-related appointments and deliverables.
• Upload, update, and maintain accurate property information in the MLS.
• Review listing information for accuracy and completeness.
• Coordinate with clients throughout the listing process and provide timely updates.
• Ensure required listing documents are completed and submitted for brokerage compliance.
• Monitor listing-related deadlines and proactively address outstanding requirements.

2. Real Estate Transaction Management

• Prepare offer documentation and assist with contract-related administrative tasks.
• Track important transaction milestones, deadlines, contingencies, and required documentation.
• Maintain organized transaction files and records.
• Coordinate with clients, agents, brokers, lenders, title/escrow companies, and other transaction stakeholders as needed.
• Provide clients with timely updates throughout the transaction lifecycle.
• Follow up on outstanding documents, signatures, approvals, and conditions.
• Ensure transaction documentation is submitted accurately and on time for brokerage compliance and commission processing.
• Maintain accurate records of completed and pending transactions.

3. Client Relationship Management

• Maintain accurate and up-to-date client information in the CRM.
• Record client interactions, activities, follow-ups, and important notes.
• Set up and manage automated email drip campaigns and client nurture sequences.
• Schedule and track client follow-ups to ensure consistent engagement.
• Coordinate personalized client touches, including birthday cards, holiday greetings, and other appreciation initiatives.
• Help maintain strong client relationships and support client retention efforts.
• Identify opportunities for follow-up and proactively remind Jennifer of important client activities.

4. Referral Management

• Track incoming and outgoing client referrals using an organized tracking system.
• Maintain accurate referral records, including referral source, recipient agent, dates, status, and outcomes.
• Communicate with referred agents and partners to monitor referral progress.
• Follow up regularly on outstanding or inactive referrals.
• Maintain documentation related to referral agreements and transactions.
• Provide Jennifer with regular updates and reports on referral activity and outcomes.

5. Executive & Administrative Support

• Manage and organize Jennifer’s inbox, including reviewing, prioritizing, and responding to inquiries when appropriate.
• Draft and send professional emails and other business communications.
• Manage Jennifer’s calendar, appointments, meetings, and reminders.
• Assist with scheduling calls, client meetings, vendor appointments, and other commitments.
• Help prioritize daily tasks and ensure important deadlines are not missed.
• Maintain organized digital files, records, documents, and business information.
• Prepare reports, spreadsheets, presentations, and other administrative materials as needed.
• Conduct follow-ups with clients, vendors, agents, and other business contacts.
• Support marketing, business organization, client care, and other special projects as assigned.
• Proactively identify administrative needs and recommend ways to improve organization and efficiency.

Requirements

• Previous experience as an Executive Assistant, Administrative Assistant, Real Estate Assistant, Transaction Coordinator, Listing Coordinator, or similar role.
• Experience supporting a real estate professional or real estate business is strongly preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently with minimal supervision.
• Strong follow-through and accountability.
• Professional and client-focused communication style.
• Comfortable working with CRM systems, email, calendars, spreadsheets, and online collaboration tools.
• Strong computer and digital organization skills.
• Ability to handle confidential client and business information professionally.

Benefits

Benefits

• $400 Placement Bonus after successfully completing your first 30 days with your first MOD client

• Independent Contractor Referral Program – Earn up to $330 for every successful referral
• MOD Cash Advance Program available after 6 months of active service with MOD client/s
• Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service with MOD client/s
• Dental Benefits through Maxicare Dental Hub
• Optical Reimbursement for HMO principal members
• Group Life Insurance with Accidental Death & Dismemberment coverage
• Maternity Reimbursement for both normal and Caesarean delivery
• 6 Paid US Holidays
• 7 Additional Vacation Leave Credits after 10 months of active service with the current MOD client
• 7 Additional Sick Leave Credits after 1 year of active service with the current MOD client/s
• Unlimited Upskilling Opportunities through MODUniversity
• Mentorship and collaboration with global leaders and teams
• Clear career advancement pathways within the organization
• Diverse, inclusive, and supportive workplace environment

About MyOutDesk

Since 2008, MyOutDesk has connected highly skilled professionals with growing and established U.S.-based organizations, enabling them to make a real and measurable business impact as part of extended global teams.

Trusted by companies in real estate, healthcare, finance, professional services, and other growth industries, MyOutDesk provides professionals the opportunity to build stable, long-term remote careers while contributing meaningfully to high-performing teams.