Real Estate Virtual Assistant for Remote - Hybrid Set-up

YOUR ROLE AS A REAL ESTATE EXECUTIVE ASSISTANT

We are seeking a highly experienced and detail-oriented Real Estate Virtual Assistant with comprehensive knowledge of the US real estate market. In this role, you will be an integral part of our real estate operations — managing complex transactions, overseeing escrow processes, and serving as a reliable point of coordination between all parties involved in a deal. You thrive in a fast-paced environment, are proactive in managing timelines, and take pride in delivering seamless real estate experiences from contract to close.

As a Real Estate Executive Assistant, you will be expected to perform the following

Transaction Management

• Oversee end-to-end real estate transactions, ensuring all parties — buyers, sellers, agents, lenders, and title companies — are aligned and moving on schedule
• Monitor and manage transaction timelines, contingency deadlines, and closing dates with precision
• Prepare, review, and organize real estate contracts, purchase agreements, disclosures, and addenda
• Maintain accurate and up-to-date records in transaction management platforms such as Dotloop, Skyslope, or similar tools
• Flag potential issues early and proactively coordinate resolutions to keep deals on track

Escrow & Closing Coordination

• Coordinate directly with escrow officers and title companies to facilitate smooth and timely closings
• Prepare and track escrow instructions, earnest money deposits, closing disclosures, and settlement statements
• Ensure all required documentation is submitted accurately and within deadlines
• Follow up on outstanding items, signatures, and approvals throughout the escrow process
• Assist in post-closing tasks including file archiving and final documentation distribution

Listings & Market Research

• Create, manage, and update MLS listings with accurate property details, photos, and descriptions
• Conduct comparative market analysis (CMA) and provide relevant insights on US real estate market trends
• Research property data, neighborhood statistics, and competitive listings to support agents and brokers
• Monitor market activity and flag relevant changes that may impact ongoing or upcoming transactions

Client & Stakeholder Communication

• Serve as a professional point of contact for clients, agents, lenders, and other stakeholders throughout the transaction
• Draft and send regular transaction updates, follow-up emails, and status reports
• Schedule appointments, property showings, inspections, and walkthroughs
• Manage and maintain CRM platforms to ensure all contacts, notes, and communications are current

Administrative Support

• Provide day-to-day administrative support to real estate agents or brokerages
• Organize and maintain digital filing systems for all transaction and client documents
• Assist with social media content, email campaigns, or marketing materials as needed
• Track agent productivity, deal pipelines, and reporting dashboards

Requirements

As a minimum, we expect candidates to meet the following requirements

• Minimum 2-3 years of experience as a Real Estate VA, Transaction Coordinator, or in a similar real estate operations role
• Deep and demonstrated knowledge of the US real estate market, terminology, and transaction processes
• Proven hands-on experience managing escrow transactions and coordinating real estate closings
• Proficiency with real estate platforms such as MLS, Dotloop, Skyslope, Zipforms, or equivalent tools
• Strong working knowledge of CRM platforms (e.g., Follow Up Boss, Salesforce, HubSpot) and Google Workspace / Microsoft 365
• Exceptional attention to detail, organizational skills, and the ability to manage multiple transactions simultaneously
• Excellent written and verbal English communication skills — able to correspond professionally with US-based clients and stakeholders
• Highly self-motivated and capable of working independently in a fully remote setup, aligned with US time zones

Nice to Have

• Direct experience supporting US-based real estate agents, teams, or brokerages
• Background in title, escrow, or mortgage processing
• Familiarity with state-specific real estate laws, disclosures, and compliance requirements
• Experience with real estate marketing tools, IDX platforms, or property management software
• Knowledge of investment properties, short sales, or REO transactions

Benefits

At MySigrid, we aim to ensure the professional and personal growth of all our employees

Two weeks of paid training.

Vacation leave and Sick leave credits.

HMO Package for the employee and two dependents.

Reimbursable internet charges.

Comprehensive training and continuous learning advantages.

Opportunity to contribute to new technology and help develop a high-end system that assists humans by optimizing their work processes.

High importance to work-life balance with the opportunity to work from home part of the week.

Opportunity to venture into other areas of the business as you continue to contribute to the growth of the company.

Be part of a dynamic team of specialists who openly and willingly share their knowledge with their colleagues.

Work in a corporate culture that encourages collaboration, with an emphasis on our core values: Integrity, Passion, Teamwork and Respect, Proactiveness, Accountability, and Determination.

Co-Working days

MySigrid has co-working offices in BGC, Ortigas, and Makati where the whole team meets once a month at a minimum.

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MySigrid is a high-end virtual executive assistant and Life Logistics Management service staffed by humans and powered by artificial intelligence. We provide the right people, platform, and processes to optimize busy executives' lives, allowing them to outsource the day-to-day activities that keep their personal and professional lives on time and target. We want to see every leader thrive with the support of an intentionally matched, exceptional executive assistant.

We have one vision, to help people lead more meaningful lives, by allowing them to spend more time on the things that matter to them.

At MySigrid, we are looking for ambitious, experienced, and tech-savvy individuals who specialize in supporting senior-level management clients and who are interested in joining a tech start-up based in Europe and Asia. This position requires the employee to serve in a remote capacity as a part of the client’s indispensable remote support structure, challenged with the task of enabling them to do what only they can do.

As an employee with MySigrid, you will be connected to the whole world and be a part of a team of Associate EAs, EAs, and Specialists, so you will never feel alone! We have been partnering with skilled, service-minded EAs, AEAs, and specialists for more years now, and we celebrate with our clients the incredible work they’ve been freed up to do thanks to our service.