Luxury Real Estate Virtual Assistant (English/Spanish)
WFA Digital Insight
The demand for bilingual virtual assistants in luxury real estate has seen a significant surge, with over 25% of high-end property buyers being international clients. As the remote job market continues to evolve, roles like this one at SmartScale360 are becoming increasingly sought after. With the global luxury real estate market projected to grow by 10% annually, professionals skilled in HubSpot, Salesforce, and Excel are in high demand. Before applying, candidates should be aware that this role requires not only technical proficiency but also a deep understanding of the luxury real estate sector and the ability to communicate effectively with diverse clients.
Job Description
About the Role
The Luxury Real Estate Virtual Assistant role at SmartScale360 is a dynamic and challenging position that requires a unique blend of organizational, technical, and interpersonal skills. As a key member of the team, you will be responsible for managing the day-to-day operations of a fast-paced luxury real estate business, ensuring seamless execution of tasks and exceptional client service. Your ability to work independently, think critically, and adapt to changing priorities will be essential in this high-intensity environment.The role involves supporting a team of experienced real estate professionals, managing calendars, coordinating transactions, and maintaining accurate records. You will also be responsible for generating leads, preparing contracts, and coordinating listings, all while ensuring compliance with regulatory requirements. Your strong work ethic, attention to detail, and proactive approach will make you an invaluable asset to the team.
As a virtual assistant in this role, you will have the opportunity to work remotely and collaborate with a diverse team of professionals. Your proficiency in English and Spanish will enable you to communicate effectively with clients from various backgrounds, including Spanish-speaking markets. You will be an integral part of a company that values career growth, innovation, and customer satisfaction.
What You Will Do
- Manage executive calendars, scheduling appointments, and daily priorities
- Handle email and communication management, ensuring timely and professional responses
- Support end-to-end transaction coordination tasks, including contracts, disclosures, timelines, and compliance documentation
- Write and prepare contracts, pre-listing packets, and listing agreements with clear, professional language
- Coordinate listings, MLS updates, and heavy listing activities, including Palm Beach Island MLS exposure
- Support business development efforts, including generating leads, bringing/signing listing agreements, and assisting with client acquisition
- Maintain CRM systems, lead tracking, and database updates
- Coordinate with clients, agents, lenders, title companies, and other stakeholders
- Monitor transaction timelines and ensure all milestones are tracked and properly executed
- Support marketing coordination, reports, presentations, and operational documentation
- Maintain structured SOPs and help streamline internal processes
What We Are Looking For
- Fluency in English and Spanish, with clear, professional communication skills
- Minimum 2+ years of experience as an Executive Assistant, Real Estate Assistant, Transaction Coordinator, or similar role
- Proven experience in contract writing, transaction coordination, and listing management
- Strong CRM experience, preferably with HubSpot, Salesforce, or similar platforms
- Experience with MLS platforms and real estate documentation systems
- Excellent organizational and multitasking abilities
- Proficiency in Google Workspace or Microsoft Office Suite
- Bachelor’s degree required
- Reliable remote work setup with strong internet connection and backup options
- Access to a smartphone for communication
Nice to Have
- Experience working with or supporting attorneys or legal professionals
- Knowledge of legal, financial, and compliance-related documents
- Certification in real estate or a related field
- Experience with project management tools, such as Asana, Trello, or Monday.com
Benefits and Perks
- Competitive salary and bonus structure
- 10 days of paid time off (PTO) per year
- Annual appraisal and career growth opportunities
- Healthcare benefits and access to wellness programs
- Remote work stipend and backup internet options
- Opportunities for professional development and training
- Collaborative and dynamic work environment
- Recognition and reward for outstanding performance
How to Stand Out
- Ensure your resume and cover letter are tailored to the luxury real estate industry, highlighting your bilingual skills and experience with CRM platforms like HubSpot and Salesforce.
- Develop a strong understanding of real estate documentation and transaction coordination to stand out in the application process.
- Prepare to discuss your experience with project management tools and how you can apply them to streamline internal processes.
- Be ready to provide examples of your exceptional customer service skills and ability to communicate effectively with diverse clients.
- Research the company culture and values to demonstrate your alignment with SmartScale360’s mission and vision.
- Consider creating a portfolio that showcases your contract writing, transaction coordination, and listing management experience to share with the interviewer.
This is a remote position listed on WFA Digital, the platform for professionals who work from anywhere. Browse more remote jobs across all categories.