Real Estate Executive VA - Administrative Operations & CRM Support

ROLE TITLE Real Estate Executive VA - Administrative Operations & CRM Support Ready to be the person who keeps three busy real estate partners organized, their leads moving, and their business running smoothly behind the scenes? We're looking for a sharp, proactive, and experienced Real Estate Executive VA who can take ownership of administrative operations, manage Compass CRM, and ensure important opportunities don't get lost in the day-to-day workload. If you know your way around Compass, can manage multiple moving pieces without constant reminders, and take pride in keeping every lead, follow-up, document, and task accounted for, this could be your next role. Pro tip: Applications that include a short introduction video highlighting your real estate experience and hands-on Compass CRM background are strongly encouraged. Be prepared to demonstrate your actual Compass knowledge during the selection process. This is a fully remote role supporting a U.S.-based residential real estate team. You'll communicate professionally with three managing partners and coordinate closely with their existing ISA and Transaction Coordinator during the client's designated U.S. business hours. This is not an entry-level real estate VA position. STK will provide orientation on its internal processes and team procedures, but will not provide foundational Compass training. You must have actual, hands-on experience using Compass CRM and be able to work with it confidently from the start. Candidates without this experience should not apply. CORE RESPONSIBILITIES 1. Executive and Administrative Support When emails and correspondence arrive for the three managing partners, review, organize, prioritize, and flag items requiring their attention. Draft routine client and business communications for review or coordination, using the team's established communication practices. When appointments, meetings, or scheduling requests arise, coordinate calendars and communicate scheduling details to the appropriate people. Track pending administrative assignments, identify approaching deadlines, and follow up before outstanding items become overdue. Maintain organized records, business documents, and operational information so the partners can retrieve what they need without searching through scattered communications. When routine administrative needs arise, identify the next action and handle it within your authority instead of waiting for step-by-step instructions. Escalate matters requiring a managing partner's judgment rather than making unauthorized client, business, or transaction decisions. 2. Compass CRM Management and Administration Independently navigate and operate Compass CRM and the associated Compass platforms used by the team. When new contacts, prospects, or leads enter the business, create or update the appropriate CRM records and maintain accurate contact information. Monitor leads generated through website inquiries, QR codes, property signage, and other sources. When a lead enters the CRM, review its available information, maintain the appropriate record, and ensure the required follow-up activity is documented. Create and manage CRM tasks, reminders, activities, and follow-up records according to established workflows. Maintain contact notes and communication histories so the managing partners can understand previous interactions and outstanding next steps. Set up buyer property searches and appropriate notifications using the team's established Compass workflows. Support the team's existing CRM processes and ensure that leads, contact records, and follow-up activities are not left incomplete. Review assigned CRM records for missing information, outdated details, and outstanding activities, and correct issues within your authority. Mandatory execution standard: You must already know how to use Compass CRM in a real estate operating environment. General CRM experience, familiarity with other real estate platforms, or willingness to learn Compass does not meet this requirement. 3. Lead Management and Follow-Up Coordination Monitor incoming buyer and seller inquiries and ensure they are recorded and directed to the appropriate real estate partner. Organize prospects according to their current status, interaction history, and required follow-up. When prospects are not immediately ready to transact, maintain their follow-up schedules and coordinate longer-term nurturing activities. Assist with approved email outreach and client communications. Maintain follow-up schedules for networking contacts, referrals, and prospective clients. When a prospect requires partner involvement, communicate the relevant context and next action rather than simply forwarding an unorganized contact record. Track assigned follow-up activities and identify overdue or missed engagements before they become neglected leads. Maintain consistent engagement throughout the sales pipeline using the team's approved processes. This role requires active follow-through. Updating a CRM record without ensuring that its required next action is accounted for is not sufficient. 4. Inside Sales Agent (ISA) Support When the ISA requires prospecting information, research and compile relevant contact lists for the team's existing lead-generation activities. Prepare organized prospect lists covering potential sellers, distressed properties, builders, attorneys, and other relevant real estate contacts. Maintain accurate prospect information and corresponding lead records in Compass CRM. Coordinate prospect list delivery, corrections, and updates with the existing ISA. Track administrative aspects of lead-generation activities and maintain the information needed for reporting. Scope clarification: You are supporting the ISA's administrative and prospecting requirements. You are not replacing the team's existing cold-calling function. 5. Real Estate Listing and Buyer Support When new property listings need administrative preparation, enter and update listing information using the team's approved systems. Organize property details, listing information, and supporting documentation. Maintain listing records and make administrative updates as required. When a prospective buyer needs property options, set up and maintain the appropriate buyer searches in Compass. Prepare real estate forms, contracts, and related documentation using approved templates and under the appropriate supervision. Coordinate required information and document handoffs with the existing Transaction Coordinator. Monitor administrative requirements associated with new listings and buyer inquiries, and follow up on missing information or incomplete handoffs. Keep administrative records organized so that listing and buyer-related work can progress without avoidable documentation delays. 6. Email Marketing and Client Nurturing Assist with creating, scheduling, and managing email marketing campaigns. Build and maintain email nurturing sequences using Flodesk and other approved platforms. Organize client and prospect lists for targeted communications. Support email blasts, action plans, and recurring client engagement campaigns. Execute approved marketing workflows and configure practical automation for repetitive communications where applicable. Coordinate campaign content and scheduling with the team. Maintain accurate audience lists and follow the team's approved campaign instructions. 7. Process Execution and Workflow Improvement Follow the team's established Standard Operating Procedures (SOPs) when completing recurring administrative and operational activities. Execute documented workflows consistently rather than creating individual workarounds that bypass established procedures. When repetitive administrative work creates unnecessary manual effort, identify the activity and suggest practical opportunities for automation or process improvement. Use approved AI-assisted tools, including Claude where applicable, to improve administrative efficiency. Maintain operational checklists and tracking systems used to monitor recurring responsibilities. Coordinate with Scale Virtually's Process Engineering Team when process updates or workflow adjustments are required. Communicate workflow issues when existing instructions are incomplete, conflicting, or preventing accurate execution. 8. Reporting and Accountability Submit structured Start-of-Day (SOD) and End-of-Day (EOD) reports. At the start of the workday, communicate priorities and identify outstanding items requiring attention. At the end of the workday, report completed activities, pending tasks, and outstanding follow-ups. Maintain visibility into CRM updates, lead management activities, and important administrative responsibilities. Track assigned work through completion and communicate potential delays before deadlines are affected. Escalate urgent matters to the appropriate managing partner promptly. Keep communication clear and specific so the partners can identify what has been completed, what remains outstanding, and where their involvement is needed. REQUIREMENTS (NON-NEGOTIABLE) Candidates must meet ALL of the following: Hands-on Compass experience: Previous direct experience using Compass's real estate platforms, particularly Compass CRM, in an actual real estate working environment. Experience with other CRMs alone does not qualify. Immediate Compass readiness: Able to independently perform relevant Compass CRM activities without foundational platform training. Relevant real estate experience: Previous work as a Real Estate Virtual Assistant, Real Estate Executive Assistant, or Real Estate Administrative Assistant. Residential real estate knowledge: Understands residential real estate terminology and administrative workflows, including buyer inquiries, seller prospects, property listings, and transaction-related documentation. CRM and lead management: Has personally maintained CRM records, organized leads, documented interactions, and coordinated follow-up activities. Listing and buyer administration: Has experience supporting property listing administration and buyer-related workflows. Executive support capability: Can support multiple executives while keeping priorities, communications, and task ownership organized. Independent execution: Can complete established administrative workflows without daily instructions, constant checking, or repeated reminders. Professional English communication: Can communicate clearly and professionally in written and spoken English with managing partners, prospects, the ISA, and the Transaction Coordinator. Recordkeeping accuracy: Maintains accurate contact records, notes, documents, follow-up tasks, and operational information. SOP compliance: Can follow documented processes and identify when clarification or escalation is necessary. Professional judgment: Can handle sensitive client information discreetly and recognize when a matter requires partner approval. Important: Candidates who have never used Compass CRM hands-on will not proceed, regardless of their general real estate VA experience. PREFERRED QUALIFICATIONS Experience supporting a multi-agent residential real estate team. Experience using Flodesk or similar email marketing platforms. Familiarity with Claude or other AI-assisted productivity tools. Experience with lead nurturing campaigns and CRM automation. Previous coordination with Inside Sales Agents and Transaction Coordinators. Familiarity with buyer searches, MLS-related workflows, and listing administration. Experience working within structured, process-driven real estate organizations. TOOLS Required proficiency: Compass CRM Associated Compass real estate platforms used by the team Additional platforms and tools: Flodesk Claude Other approved AI-assisted productivity tools Other approved email marketing and administrative platforms Candidates must distinguish between tools they have actually used and tools they have only encountered or studied. WHAT WE ACTUALLY CARE ABOUT You can use Compass without being taught the basics. You have performed real CRM work and can explain exactly how you managed contacts, leads, activities, and buyer searches. You close administrative loops. When a lead needs follow-up, a document is missing, or an appointment needs coordination, you track it until the next required action is completed or properly escalated. You can manage three partners without creating three times the supervision. You organize competing priorities and make routine decisions within your authority. Your CRM records are reliable. The partners and ISA can look at a record and understand the prospect's history, current status, and next action. You communicate problems before they become operational failures. You do not wait until a missed deadline or neglected lead becomes someone else's emergency. You execute consistently and improve intelligently. You follow SOPs, maintain reporting discipline, and identify practical opportunities to reduce repetitive work. WHAT THIS ROLE IS NOT This is not a general virtual assistant position for someone whose only experience is calendar management, inbox management, or basic data entry. This is not a Compass training opportunity. Candidates who need someone to teach them how Compass CRM works are not qualified. This is not an Inside Sales Agent or cold-calling position. The team already has an ISA. This is not a Transaction Coordinator position. You will support listing and buyer administration and coordinate documentation handoffs with the existing Transaction Coordinator. This is not a passive administrative role. You are expected to own assigned workflows, monitor outstanding tasks, and follow through without constant supervision. POSITION DETAILS Work Arrangement: Fully remote. Employment Structure: Virtual Assistant / independent contractor engagement. Preferred Schedule: Full-time, 40 hours per week. Alternative Schedule: Part-time, 20 hours per week, may be considered. Working Hours: Must be available during STK's designated U.S. business hours. The applicable U.S. time zone and agreed schedule will be confirmed during engagement. Weekend Availability: May be requested depending on operational requirements and the mutually agreed schedule. Work Environment: Performance-driven, remote, and process-oriented. The role requires consistent communication, structured reporting, independent task ownership, and coordination across multiple team members. APPLICATION INSTRUCTIONS Applications must demonstrate actual, hands-on Compass experience. Please submit: Your updated resume, including the real estate teams or professionals you have supported and the administrative responsibilities you personally handled. A description of your direct experience with Compass CRM. Specify how you used it to manage contacts, incoming leads, follow-up tasks, buyer searches, and listing administration. The approximate duration and context of your Compass experience. State whether you used Compass directly in a professional role or only encountered it through training or demonstrations. Your experience supporting multiple real estate agents, partners, or executives. Your experience with Flodesk, email nurturing, lead management, and coordination with ISAs or Transaction Coordinators. Your availability for 20 or 40 hours per week and your ability to work during the client's designated U.S. business hours. Compass proficiency will be validated during recruitment through a practical assessment using a permitted demonstration environment or a scenario-based walkthrough. Candidates must be able to explain their actual platform experience. STK will not provide foundational Compass software training. PERFORMANCE EXPECTATIONS Success in this role will be evaluated through observable execution: Immediate Compass readiness: Performs assigned Compass-related activities independently without basic platform instruction. Administrative efficiency: Reliably assumes recurring administrative responsibilities from all three managing partners. CRM accuracy: Maintains complete, accurate, and organized contact and prospect records. Lead follow-up consistency: Ensures assigned leads have documented follow-up activities and appropriate next steps. Operational reliability: Completes assigned work on schedule and escalates issues before they affect operations. Communication: Coordinates effectively with the managing partners, ISA, and Transaction Coordinator. Process compliance: Follows established workflows, documentation standards, and reporting requirements. POSITION OBJECTIVE Provide STK's three managing partners with a dependable, experienced, Compass-proficient Real Estate Executive VA who can immediately take ownership of recurring administrative operations, maintain reliable CRM records, coordinate lead management, and support listing and buyer administration. The intended result is fewer administrative interruptions for the partners, more consistent prospect follow-up, reliable operational records, and stronger execution across the team's existing real estate workflows. Benefits Paid Time Off HMO Fully Remote Work