Real Estate Administrative Assistant (Part-Time, Remote) – EST Hours Required

Join a fast-paced real estate business in Canada as a part-time (20 hrs/week) Real Estate Administrative Assistant. We are looking for a detail-oriented and highly organized VA to assist with paperwork, email management, client/vendor coordination, and basic graphic design/social media tasks.

IMPORTANT: You MUST be available during EST working hours (9 AM - 1 PM EST). Candidates who cannot work within these hours will NOT be considered.

Responsibilities:

1. Admin & Transaction Coordination (12-15 hrs/week)

Manage and organize transaction paperwork (offer documents, buyer representation agreements, listing documents).

Upload and maintain documents in Google Drive/Dropbox.

Track missing documents and follow up with clients/vendors.

Manage and update lead tracking and KPI sheets (weekly/monthly stats for leads, calls, meetings).

Schedule client/vendor appointments, inspections, and closings.

Respond to administrative client/vendor emails (appointment confirmations, sending documents, etc.).

2. Basic Graphic Design & Social Media (3-5 hrs/week)

Create Canva-based social media posts (property highlights, market updates).

Assist with basic email newsletters (template-based updates).

Upload posts to Facebook & Instagram (no full-scale content management required).

Help format landing pages and ad copy as needed.

3. Lead Follow-Ups & CRM Updates (2-3 hrs/week – No Sales Calls)

Log new leads and update status in the tracking system.

Set and manage follow-up reminders for lead management.

Send pre-written email templates for follow-ups after calls.

Follow up with closed clients (coordinate gifts, schedule walkthroughs, etc.).

Requirements:

Must be available from 9 AM - 1 PM EST.

Prior real estate admin experience preferred (especially in Canada).

Strong Google Drive/Dropbox organization skills.

Familiarity with lead tracking systems and transaction coordination.

Experience with Canva and basic social media scheduling.

Excellent written and spoken English for email communication.

Strong attention to detail and ability to follow SOPs.

How to Apply (Read Carefully Below!)

To apply, please submit:

Your resume detailing relevant experience.

A short video (2-3 minutes) introducing yourself and explaining:

How you have managed real estate transaction paperwork in the past.

Your experience with organizing digital files and lead follow-ups.

Any experience you have with social media content creation.

If you have Canva or marketing experience, attach a sample social media post or email template you have created.

IMPORTANT: To confirm you have read this job post carefully, include the phrase “EST-READY” in your email subject line. Applications without this will not be considered.

This is a long-term, part-time remote position with potential to grow. If you are detail-oriented, organized, and want to support a high-performing real estate business, we would love to hear from you.