Virtual Assistant / CRM and Administrative Coordinator

**Job Title**: Virtual Assistant / CRM and Administrative Coordinator

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**Job Overview**:
We are seeking a highly organized and detail-oriented Virtual Assistant to help manage daily operations, primarily focused on CRM management, lead generation, and administrative tasks. The ideal candidate should have experience with HubSpot, LinkedIn Sales Navigator, and real estate administrative support. You will assist with everything from managing the CRM, researching prospects, handling communication, coordinating schedules, and assisting with transaction management, among other duties.

**Key Responsibilities**:

1. **CRM Management (HubSpot)**:
- Maintain and update CRM records with accurate information.
- Research and find missing contact details such as emails and phone numbers.
- Upload business card information from networking events into the CRM.
- Track leads and clients, ensuring no opportunities fall through the cracks.
- Update CRM with transaction details and assist in creating commission emails and lease abstracts.

2. **LinkedIn Sales Navigator**:
- Add prospects to specific lists.
- Like and comment on prospect posts to increase engagement.
- Add clients and prospective clients to LinkedIn or other social networks.
- Share relevant articles and content on social media platforms.

3. **Email Management**:
- Manage daily email correspondence.
- Respond to property listing inquiries and client emails.
- Remind you of any emails requiring your attention and follow up on client communications.

4. **Calendar Management**:
- Manage and coordinate appointments, including booking and confirming meetings, reservations, and sending calendar invites.
- Track important dates such as birthdays, anniversaries, and special events, ensuring gifts are bought in time.

5. **Research and Data Entry**:
- Research companies that you are meeting with or are on your prospecting list.
- Find and enter information on nearby companies for listings into Excel for targeted marketing.
- Conduct skip-tracing and research to find property owners or decision-makers.

6. **Transaction & Listing Management**:
- Assist with running CoStar/listing service surveys by calling brokers to confirm availability, gathering operating expense details, and organizing touring packets.
- Track transaction deadlines, including due diligence periods, preliminary title reports, and phase 1 environmental studies.
- Maintain updated prospect reports in SmartSheet for sellers and landlords.
- Assist with drafting contracts, proposals, Letters of Intent (LOIs), and other transaction-related documents.

7. **Administrative & Organizational Support**:
- Abstract lease documents and prepare summaries.
- Book travel arrangements as needed.
- Pay bills and manage routine administrative tasks.
- Follow up with inactive clients and re-engage them in conversations.

8. **Coordination with Marketing**:
- Work with the marketing and graphics department to get brochures, flyers, and Offering Memorandums (OMs) created for listings.
- Ensure all marketing materials are distributed to the right audiences in a timely manner.

9. **Daily Reporting**:
- Send a daily summary email detailing calls scheduled for the next day.
- Update reports and ensure all data is organized and up-to-date.

**Qualifications**:
- Proven experience as a Virtual Assistant or in a similar role.
- Strong knowledge of CRM systems, specifically HubSpot.
- Familiarity with LinkedIn Sales Navigator and social media management.
- Excellent communication and interpersonal skills.
- Strong research skills with the ability to gather and verify accurate information.
- Ability to manage multiple tasks and prioritize effectively.
- High attention to detail and problem-solving abilities.
- Proficiency with Microsoft Excel, SmartSheet, and other real estate platforms like CoStar.

**Preferred Experience**:
- Previous experience in real estate, commercial property management, or related fields.
- Experience working with transaction management and lease documentation.
- Basic understanding of contract drafting and real estate proposals.

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