Job Title: Full-Time Remote Real Estate Admin and Transaction Coordination VA
Company: EXIT Realty Advantage
Location: Remote, Mexico-based preferred
Schedule: Full-time, Central Time business hours required. This role may require occasional after-hours, on-call, or overtime support for contract deadlines, closing deadlines, client updates, urgent agent needs, and time-sensitive transaction issues.
Compensation: 250-325 MXN/hour depending on experience, with room to grow based on performance, reliability, software mastery, transaction coordination accuracy, and client communication.
Reports To: Broker/Owner initially. This role may eventually report to a future Director of Operations.
Role Overview:
EXIT Realty Advantage is hiring a full-time Remote Real Estate Admin and Transaction Coordination VA to support the back end of our real estate brokerage.
This is a remote VA position. This is not an office manager position. This person will not oversee agents, manage agents, supervise office staff, show houses, open doors, host open houses, place signs, access properties, or handle in-person errands.
The purpose of this role is to take over the brokerage’s back-end administrative, transaction coordination, broker-directed contract support, file compliance, dashboard, CRM, marketing, automation, and deadline-tracking tasks.
This role will support the broker/owner and multiple agents with transaction coordination, contract file management, client communication, seller update data, postcard ordering, billing tracking, CRM cleanup, automation projects, Facebook leads, recruiting ad support, and cross-company marketing support.
The right person must be detail-oriented, tech-savvy, personable, responsive, and comfortable working with agents, clients, title companies, lenders, and vendors. This person must be able to learn new software, websites, dashboards, CRMs, transaction platforms, and vendor systems quickly.
Important Role Boundaries:
This is a remote administrative and transaction coordination VA role.
This is not an office manager role.
This role will not oversee or manage agents.
This role will not show homes, open doors, host open houses, access properties, or perform in-person real estate activities.
The broker will direct all contract preparation work.
This role may assist with filling out contracts, amendments, addenda, notices, and related documents based on specific instructions from the broker or agent.
This role will not provide legal advice, contract interpretation, negotiation advice, pricing advice, brokerage advice, or independent transaction guidance.
Any broker-level, legal, compliance, negotiation, contract interpretation, or client-sensitive issue must be escalated to the broker or agent.
Gretchen, the local part-time admin, will continue handling in-person San Angelo tasks such as signs, lockboxes, local errands, property drop-offs, physical paperwork, and anything that requires someone local.
Primary Responsibilities:
- Transaction Coordination for Broker and Agents
Manage transaction coordination support for the broker/owner and multiple EXIT agents.
Monitor the transaction dashboard for new contracts, amendments, addenda, notices, terminations, listing documents, buyer documents, and uploaded transaction documents.
Open new transaction files.
Create and maintain file checklists.
Track required documents for each file.
Track effective dates, option deadlines, earnest money deadlines, financing deadlines, appraisal deadlines, survey deadlines, HOA deadlines, closing dates, inspection deadlines, seller disclosure deadlines, and other contract-related deadlines.
Send deadline reminders to agents.
Track files where an agent has requested transaction coordination support.
Track time spent on agent-requested TC work.
Prepare billing notes for TC time that should be charged to agents.
Communicate with title companies, lenders, agents, and clients as needed.
Request title company file numbers, escrow officer information, lender information, CDA details, and final closing documents.
Track closing dates and upcoming closings.
Prepare weekly transaction reports showing new files, pending files, files missing documents, urgent deadlines, upcoming closings, terminated files, and files needing agent attention.
- Contract File Compliance and Checklist Management
Make sure brokerage files are complete by following company checklists.
Review files for missing documents, missing signatures, missing initials, missing pages, incomplete fields, and required compliance items.
Notify agents when file items are missing or incomplete.
Follow up with agents until files are complete.
Prepare files for broker review.
Maintain compliance checklists for listings, buyer contracts, leases if applicable, amendments, terminations, and closed files.
Track which files are complete, incomplete, overdue, or ready for broker review.
Archive closed and terminated files correctly.
Escalate compliance questions, contract interpretation, legal issues, negotiation issues, or broker-level concerns to the broker.
This role does not independently review contracts for legal sufficiency or provide legal advice.
- Broker-Directed Contract Preparation Support
Assist with preparing contracts, amendments, addenda, notices, and related transaction documents based on specific instructions from the broker or agent.
Input contract information accurately using approved forms, templates, and brokerage processes.
Prepare document packages for signature when directed.
Check documents for obvious missing information, missing pages, missing signatures, missing initials, or incomplete fields.
Maintain a broker-directed contract preparation checklist.
Track when contract preparation or transaction support should be billed to an agent.
Escalate any contract interpretation, negotiation, legal, compliance, pricing, strategy, or broker-level question to the broker.
Help agents understand how to submit files through the dashboard.
Help agents understand what documents are missing from their files.
Walk agents through dashboard use, document upload steps, TC request processes, and file submission processes.
Answer basic admin and file-related questions.
Send friendly but persistent reminders when documents are missing, incomplete, or overdue.
Create simple how-to guides or Loom videos for common agent questions.
Maintain an agent file FAQ.
Track open agent admin questions.
Reduce basic file, deadline, dashboard, and admin questions going directly to the broker.
This role supports agents with files and admin processes, but does not oversee, supervise, or manage agents.
- Client Communication Support
Communicate with clients when directed by the broker or agent.
Send routine transaction updates, document reminders, scheduling reminders, and follow-up messages using approved templates or instructions.
Communicate professionally with sellers, buyers, title companies, lenders, agents, and vendors.
Escalate sensitive client issues, negotiation issues, pricing questions, contract questions, complaints, or legal concerns to the broker or agent.
Excellent client-facing English is required. This role involves phone and video communication with Texas-based clients, agents, title companies, and lenders, so applicants must speak English clearly, naturally, and professionally in real-time conversations.
- Weekly Seller Update Support
Gather weekly seller update data for active listings.
Collect showing activity, showing feedback, online activity, inquiries, competing listings, recent sales, days on market, and pricing activity.
Prepare weekly seller update data so agents can keep sellers informed.
Track which sellers have received weekly updates.
Flag listings with low activity, poor feedback, longer days on market, or market data that may support a price-change discussion.
Prepare seller update drafts or data packets for agent review.
Remind agents when seller updates are due.
Help make seller communication consistent and proactive.
- Postcard and Marketing Administration
Order postcards for agents, including just listed, just sold, open house, farming, recruiting, investor, seller update, and client follow-up postcards.
Confirm agent approval before placing billable postcard orders.
Track postcard requests by agent.
Track postcard costs.
Prepare billing notes for postcard charges that should be billed to agents.
Coordinate mailing lists, designs, proofs, vendor submission, mailing dates, and delivery confirmation.
Maintain a postcard order tracker.
Coordinate with print, mail, design, and marketing vendors.
Help make sure listing marketing steps are completed consistently.
Coordinate recurring marketing campaigns.
Support client event invitations, RSVP lists, reminders, and follow-up.
- CRM, Follow Up Boss, and Lead Tracking
Assist with Follow Up Boss review, cleanup, and repair across company databases as needed.
Coordinate with the ISA on FUB cleanup, tagging, stages, old leads, stale leads, follow-up campaigns, and lead organization.
Track assigned leads, stale leads, unassigned leads, and follow-up gaps.
Maintain lead routing reports.
Help identify CRM problems that need cleanup or automation.
Assist with lead imports, list cleanup, tagging, and database organization.
Help make sure EXIT, Angelo Rentals, TEPS, Facebook, website, event, referral, owner, tenant, investor, and past-client leads are tagged correctly.
Help build out automations directly when qualified.
Work with third-party 1099 automation vendors when the project requires outside expertise.
Coordinate automation projects from idea to completion.
Prepare project notes for CRM and automation vendors.
Test automations before launch.
Report automation issues, broken workflows, missing steps, or bad tagging.
Document active workflows and campaigns.
Maintain an automation project tracker.
Assist with automations for lead follow-up, listing processes, seller updates, recruiting campaigns, client follow-up, agent reminders, cross-company marketing, postcard campaigns, review requests, and transaction reminders.
Automation experience is a plus.
- Facebook Leads, Email Triage, and Recruiting Support
Monitor and respond to Facebook leads using approved scripts.
Route Facebook leads to the correct agent, ISA, or broker.
Track Facebook lead source, response status, assigned person, and next step.
Post recruiting Facebook ads using approved content.
Track recruiting ad responses.
Add recruiting prospects to CRM.
Prepare recruiting follow-up lists.
Help maintain a recruiting pipeline tracker.
Assist with email triage for assigned inboxes.
Sort emails by urgency, company, file, agent, lead, vendor, client, or broker review needed.
Draft responses using approved templates.
Escalate broker, legal, contract, client-sensitive, or urgent issues to the broker.
- Cross-Company Marketing Support
Assist with cross-promotion marketing between EXIT Realty Advantage, Angelo Rentals, and Texas Elite Property Solutions.
Track opportunities from Angelo Rentals owners to EXIT listings.
Track tenant-to-buyer opportunities from Angelo Rentals to EXIT.
Track service opportunities from Angelo Rentals and EXIT to Texas Elite Property Solutions.
Track real estate or property management opportunities that come from TEPS clients.
Maintain cross-company marketing lists.
Assist with campaigns that market EXIT, Angelo Rentals, and TEPS services to the right audiences.
Help coordinate email, postcard, review, event, and referral campaigns across the companies.
This role may assist with cross-company marketing and reporting, but it is not the primary admin role for Angelo Rentals or TEPS.
- Limited Angelo Rentals Support as Needed
This role is not the main admin position for Angelo Rentals, but may assist when needed.
Possible support tasks include tracking PM owner listing opportunities, tracking tenant-to-buyer opportunities, helping with AppFolio reports when needed, supporting cross-promotion campaigns, and preparing reports or lists for review.
AppFolio experience is strongly preferred.
- Limited TEPS Support as Needed
This role is not the main admin position for Texas Elite Property Solutions, but may assist when needed.
Possible support tasks include supporting cross-promotion campaigns, tracking TEPS-related opportunities from EXIT or Angelo Rentals, gathering basic KPI data when needed, helping with marketing lists, review requests, or service follow-up campaigns, and tracking items connected to EXIT clients, PM owners, or iHouse projects.
This role will not manage TEPS field employees.
- Limited iHouse Buyers Support as Needed
Help maintain iHouse project dashboards when needed.
Track active acquisitions, contracts, rehabs, and disposition status.
Help organize project documents, photos, and status updates.
Assist with marketing tasks for iHouse seller leads.
Assist with disposition marketing when properties are sold.
Track iHouse-to-EXIT listing opportunities.
Escalate repair budget decisions, scope decisions, buy/sell decisions, and disposition strategy to the broker.
- Dashboard, KPI, and Reporting Support
Maintain dashboards assigned to this role.
Track deadlines for contracts, TC files, listings, seller updates, postcards, recruiting ads, automation projects, and cross-company marketing.
Prepare weekly reports for the broker.
Gather KPI data as assigned.
Flag overdue, incomplete, or out-of-range items.
Maintain a weekly completed-task report.
Maintain a weekly blocker report showing what is stuck, who is responsible, and what decision is needed.
Help create clean data and reports so a future Director of Operations can manage from accurate information.
- Systems, SOPs, and Process Building
Build and maintain checklists for recurring tasks.
Document processes as they are created.
Create SOPs for contract intake, file review, dashboard management, agent reminders, seller updates, postcards, TC billing, Facebook leads, email triage, CRM cleanup, automation projects, recruiting ads, cross-company marketing, and vendor follow-up.
Create and maintain templates for agent reminders, seller updates, client updates, deadline reminders, title/lender follow-ups, postcard approvals, billing notices, and vendor communication.
Improve checklists when mistakes or gaps are found.
Help build the back-end operating structure of the brokerage.
Required Skills:
Full-time availability during Central Time business hours.
Real estate admin or transaction coordination experience preferred.
Strong understanding of real estate transaction flow.
Ability to support multiple agents and broker-owned files at the same time.
Comfortable with broker-directed contract preparation.
Strong written English.
Excellent client-facing English is required. This role involves phone and video communication with Texas-based clients, agents, title companies, and lenders, so applicants must speak English clearly, naturally, and professionally in real-time conversations.
Tech-savvy and comfortable learning new software, websites, dashboards, CRMs, and transaction platforms.
Comfortable working with spreadsheets, checklists, dashboards, e-signature platforms, and project trackers.
Able to follow checklists and keep files compliant.
Able to manage many small deadlines at once.
Able to communicate professionally with clients and agents.
Able to follow up persistently without being rude.
Able to work with third-party vendors.
Able to work independently after training.
Able to provide clear weekly reports.
Willing to assist after hours, on call, or overtime when deadlines require it.
Preferred Experience:
Real estate admin experience.
Transaction coordination experience.
Texas real estate transaction experience.
AppFolio experience.
Follow Up Boss experience.
Automation experience.
Experience working with CRM vendors or automation vendors.
Experience with Dotloop, SkySlope, Brokermint, ZipForms, DocuSign, Authentisign, or similar platforms.
MLS experience.
Google Workspace.
Google Sheets.
Canva.
JotForm.
Facebook Business tools.
Direct mail or postcard platforms.
Task management tools.
Housecall Pro experience is a plus.
Active Texas real estate license is helpful but not required for this remote administrative role.
This Role Is Not:
This is not an office manager position.
This is not an agent manager position.
This role will not oversee agents.
This role will not supervise office staff.
This role will not show homes.
This role will not host open houses.
This role will not open doors or provide property access.
This role will not handle in-person errands.
This role will not replace the broker, ISA, local admin, Angelo Rentals manager, TEPS manager, or future Director of Operations.
This role is a full-time remote back-end admin, transaction coordination, broker-directed contract support, dashboard, CRM, automation, and marketing support position.
This Role Is Not For Someone Who:
Needs constant reminders.
Dislikes deadlines.
Is uncomfortable with real estate contracts or transaction files.
Cannot work during Central Time business hours.
Cannot occasionally assist after hours or with overtime.
Is difficult for Texas clients, agents, title companies, or lenders to understand in live English conversations.
Only wants basic data entry.
Only wants creative marketing work.
Struggles with technology.
Avoids follow-up.
Cannot juggle many details.
Does not like learning new software.
Does not communicate clearly when something is blocked.
Wants an office manager or leadership role over agents.
Success in This Role Looks Like:
Contracts are received, opened, and tracked quickly.
Broker-directed contract preparation is completed accurately.
Deadlines are not missed.
Brokerage files are checklist-compliant.
Agents know who to contact for file, dashboard, and TC support.
Agent file questions stop going directly to the broker.
TC time is tracked and billed correctly.
Postcards are ordered, approved, mailed, and billed correctly.
Seller update data is gathered every week.
Price-change opportunities are flagged earlier.
Facebook leads are answered and routed.
Recruiting Facebook ads are posted and tracked.
CRM cleanup is coordinated with the ISA.
CRM automations are built, repaired, tested, or moved forward through third-party vendors.
Cross-promotion between EXIT, Angelo Rentals, and TEPS becomes more consistent.
Dashboards are current.
Weekly reports are delivered on time.
The broker has fewer loose ends to chase.
The company is better organized and prepared for a future Director of Operations.
Application Instructions:
Please send:
- A short introduction about your real estate admin or transaction coordination experience.
- Your hourly rate.
- Your weekly availability in Central Time.
- Your experience supporting multiple agents or multiple transaction files at once.
- Whether you have Texas real estate transaction experience.
- Whether you have AppFolio experience.
- Whether you have Follow Up Boss experience.
- Whether you have automation or CRM workflow experience.
- The real estate systems, CRMs, and transaction platforms you have used.
- Your experience assisting with contracts or supporting agents with contract files.
- Your experience tracking deadlines across multiple transactions.
- Your experience communicating directly with clients by phone, video, or email.
- Your experience coordinating postcards, marketing campaigns, or vendor projects.
- A short explanation of how you would handle an agent who repeatedly submits incomplete files.
- A short explanation of how you stay organized when managing many small tasks at once.
Job Type: Full-time
Pay: $250.00 - $325.00 per hour
Work Location: Remote
