Real Estate Virtual Assistant (Order Processing)

A growing legal and real estate-focused organization is seeking a detail-oriented Virtual Assistant to support their order opening process. This role plays a critical part in ensuring real estate transactions are accurately processed and entered into internal systems. The ideal candidate is highly organized, tech-savvy, and comfortable working with structured data and documentation. Experience in real estate or legal administrative support is highly beneficial.

• Monitor and manage a shared orders inbox
• Review incoming real estate contracts and transaction documents
• Extract key information from contracts (e.g. property details, parties involved)
• Accurately input data into internal systems (e.g. CRM or transaction management software)
• Assign appropriate teams and templates based on transaction type
• Ensure all entries are complete, accurate, and aligned with internal workflows

• Maintain organized digital records of transactions
• Follow documented processes and workflows
• Assist with improving efficiency and accuracy in order handling
• Communicate with internal team members when clarification is needed

• Assist with reception duties, including:
  • Answering inbound calls
  • Routing calls to appropriate departments
  • Providing basic information to clients

• Previous experience in: Real estate administration, Legal admin support, or General administrative/data entry roles
• Strong attention to detail and accuracy
• Comfortable working with structured systems/CRMs (experience with any similar platform is acceptable)
• Ability to interpret and work with contracts or formal documents
• Excellent written and verbal English communication skills

• High level of organization
• Self-starter with the ability to learn systems quickly
• Problem-solving mindset and intellectual curiosity
• Ability to work independently and manage workload efficiently

• Full-time: 40 hours per week

• Orders are processed quickly and accurately
• Minimal backlog in the orders inbox
• Strong attention to detail with low error rates
• Ability to work independently with minimal supervision over time

• Training will be provided by an internal team member
• Process documentation and work instructions will be available
• Ongoing support provided as workflows are refined Ideal Candidate Profile You're someone who:
  • Loves structure, systems, and getting things right
  • Can take a messy contract and turn it into clean, organized data
  • Thrives in behind-the-scenes roles that keep operations running smoothly
  • Has an interest in real estate, legal processes, or operations

  $800 - $1,100 a month

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