Real Estate Sales Admin

Disclaimer: This job description serves as a general overview for the position listed below. Specific responsibilities and tools will be discussed in detail during the final interview. We encourage applicants to apply for positions that align with their skills and experience.

Overview

We are seeking a highly experienced Real Estate Virtual Assistant with proven experience supporting real estate professionals in Australia or New Zealand. This role is strictly for candidates who have worked directly with AU/NZ real estate clients and understand the systems, processes, and terminology used in these markets. Applicants without hands-on AU/NZ real estate experience will not be considered.

Key Responsibilities

Depending on your specialization, responsibilities may include:

Sales & Listings Support

Manage property listings (uploading to CRM, portals, websites)

Prepare listing presentations and marketing materials

Coordinate photography, floor plans, and staging schedules

Write property descriptions aligned with AU/NZ standards

2. CRM & Database Management

Maintain and update CRM systems (e.g., Agentbox, Rex, VaultRE, MyDesktop)

Manage buyer/seller databases and tagging

Track leads, follow-ups, and pipeline updates

3. Transaction Coordination

Assist with contract preparation and documentation

Ensure compliance with AU/NZ real estate regulations

Coordinate with solicitors, buyers, and sellers

Track contract milestones and settlement timelines

4. Marketing & Campaign Management

Launch and manage property marketing campaigns

Upload listings to platforms such as realestate.com.au, Domain, Trade Me

Create social media posts and email campaigns

Monitor campaign performance and reporting

5. Administrative Support

Inbox and calendar management

Client communication and appointment scheduling

Document preparation and file organization

6. Property Management Support (if applicable)

Assist with lease administration and tenant communication

Maintenance coordination and follow-ups

Arrears tracking and reporting