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    From a transaction coordinator, listing admin, social media specialist, to an inside sales assistant, find the top real estate job templates here. 

    Overview

    Job Role Overview

    The Executive Assistant (EA) is the Gatekeeper for the CEO.  The EA’s main objective is to protect the CEO’s time and attention.

    Recommended Training

    -Calendaring and scheduling

    -Strong written and verbal communication skills

    -Microsoft Office/ Google Suite (Excel certification is a plus)

    -Data entry, record keeping, and managing office supplies

    -Expense tracking and reporting (Bookkeeping knowledge is a plus)

    -Problem solving

    Job Role Tasks

    • CEO’s calendar
    • Monitoring CEO’s email
    • CEO’s office phone
    • Tracking tasks the CEO needs to complete
    • Meeting notes
    • Attend meetings and take notes as needed
    • Arrange and book travel as needed
    • Monitor and update CEO’s priority tracker
    • Quarterly energy audits for the CEO
    • Monthly goal review meetings
    • Keep all folders organized
    • Assist with projects as needed
    • Create and update a yearly tickler for items that need to be done routinely
    • Monitor communication and information in:
    • Be aware of BNI requirements and ensure we are compliant with them
    • Be aware of CEO’s marketing / content calendar and ensure the CEO completes these deliverables

    Key Performance Indicators

    Disc Profile- S/C

    English Proficiency - Medium / High

    Native/Fluent English/ Conversational Spanish is a plus

    Job Role Overview

    The Operations Manager reports directly to the Chief Executive Officer. An operations manager is responsible for supervising, hiring, and training employees, managing quality assurance programs, and strategizing process improvements.

    Recommended Training

    • Unparalleled organization skills
    • Exceptional initiative
    • Eager to learn
    • Humble to accept feedback from others
    • Good communication skills both written and oral
    • Team Player
    • Ability to learn new skills through online training
    • Military punctuality (if you show up on time, you are late)
    • Must be willing and able to learn the software that we use
    • Knowledge of organizational effectiveness and operations management
    • Able to lead and inspire a team
    • Reports directly to the CEO
    • Project management
    • Budget Administration

    • Capacity for Judgement

    • Ability to Solve Problems

    • Decision-Making Skills

    • Track and Measure Staff Performance

    • Conflict Management Skill

      

    Job Role Tasks

    Leadership Duties:

    • Ensure all operations are carried out in an appropriate, legal, and cost effective way.
    • Improve operational management systems, processes and best practices.
    • Oversee the purchase of materials, plan inventory and overall supply chain efficiency.
    • Formulate operational objectives that support Elevation’s strategic plan.
    • Work with the C-level executives to determine values and mission, and plan for short and long-term goals.
    • Build alliances and partnerships with other organizations.
    • Identify ways to increase quality of customer service.
    • Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; and participating in professional organizations.

    Financial Duties:

    • Use financial data to help generate ideas for Elevation’s profitability.
    • Manage operations budget, forecasts, and audits.
    • Drive the efforts to upkeep Accounts Payable and Accounts Receivable
    • Monitor company’s credit cards and bank accounts transactions
    • Release payments for contractors and other services and materials needed for operations
    • Assist with bank draws and related paperwork for client construction loans, communicating with inspectors and coordinating access to the properties

    Operational Duties:

    • Identify and address problems and opportunities for Elevation.
    • Perform quality controls and monitor KPI’s related to operations.
    • Subject matter expert and main administrator of  BuilderTrend, granting access to new internal and external users, managing permissions and notifications, authorizing change orders and POs for payment release while solving any issue that the platform presents for Elevation users, clients and Vendors.
    • Responsible to maintain Hubspot and WIP spreadsheet information updated and available for upper management reporting
    • Review Estimates and negotiate with contractors to ensure price consistency
    • Coordinate Post Construction Inspections providing access to the units and necessary documentation
    • Oversee and coordinate materials and appliances purchases and gathering the necessary information
    • Oversee drawing contracts for clients and vendors, and gathering signatures
    • Oversee information and documentation uploads available for internal users and clients
    • Oversee and maintain awareness of the maintenance division.
    • Oversee the creation and maintenance of the SOPs in the Operations Department
    • Communication with clients through phone calls, email and video conferencing
    • Constant communication with contractors getting updates, photos and videos, driving each project to completion in a timely manner.
    • Other duties assigned

    Key Performance Indicators

    Disc Profile - C

    English Proficiency - Medium / High

    Native/Fluent English/ Conversational Spanish is a plus

    Job Role Overview

    Maintaining and monitoring project plans, project schedules, work hours, budgets and expenditures. Organizing, attending and participating in stakeholder meetings. Documenting and following up on important actions and decisions from meetings. Preparing necessary presentation materials for meetings.

    Recommended Training

    • Expertise in project management methodologies such as KanbanScrum, and Agile methodologies, understanding of full project/product lifecycle, problem-solving, data analysis, and proficiency with project management tools.
    • Experience in managing project scope and profitability

    • Unparalleled organization skills
    • Exceptional initiative
    • Eager to learn
    • Humble to accept feedback from others
    • Good communication skills both written and oral
    • Team Player
    • Ability to learn new skills through online training
    • Military punctuality (if you show up on time, you are late)
    • Must be willing and able to learn the software that we use (HubSpot knowledge is a plus)

     

    Job Role Tasks

    • Subject matter expert and main administrator of  BuilderTrend, granting access to new internal and external users, managing permissions and notifications, authorizing change orders and POs for payment release while solving any issue that the platform presents for Elevation users, clients and Vendors.
    • Responsible to maintain Hubspot and WIP spreadsheet information updated and available for upper management reporting
    • Drive the efforts to upkeep Accounts Payable and Accounts Receivable
    • Responsible for gathering information and putting together the company’s budget
    • Monitor company’s credit cards and bank accounts transactions
    • Release payments for contractors and other services and materials needed for operations
    • Review Estimates and negotiate with contractors to ensure price consistency
    • Coordinate Post Construction Inspections providing access to the units and necessary documentation
    • Oversee and coordinate materials and appliances purchases and gathering the necessary information
    • Assist with bank draws and related paperwork for client construction loans, communicating with inspectors and coordinating access to the properties
    • Responsible for Drawing contracts for clients and vendors, and gathering signatures
    • Oversee information and documentation uploads available for internal users and clients
    • Communication with clients through phone calls, email and video conferencing
    • Constant communication with contractors getting updates, photos and videos, driving each project to completion in a timely manner.

    Key Performance Indicators

    Disc Profile - C, C/S, C/D, C/I

    English Proficiency - Medium / High

    Native/Fluent English/ Conversational Spanish is a plus

    Job Role Overview

    A Sales Coordinator oversees the performance and efficiency levels of Sales Representatives. Their main duties include setting goals and quotas for sales teams, creating training schedules and maintaining the inventory of sales presentation tools.

    Recommended Training

    Sales Coordinators should have a bachelor’s degree in business, marketing or a related field. Specific training in consumer shopping habits, leadership skills, management and marketing strategies is beneficial as well. Certifications that might be required for Sales Coordinators include Certified Sales Executive (CSE), Certified Professional Sales Person (CPSP) and Certified Sales Leadership Professional (CSLP). Some companies may also prefer Sales Coordinators to have a master’s degree in business administration or marketing.

    Job Role Tasks

    • Responsible for knowledge of future projects and doing the coordination to prepare for production
    • Owns Future Projects Spreadsheet
    • Owns the sales pipeline workflow on Hubspot
      • Be sure this is updated every day
    • Become familiar with BuilderTrend for Estimates, Change Orders, and Purchase Orders
    • Be familiar with draws and sending contracts to clients and contractors for Signature.
      • This position will own this process eventually
    • Be familiar with scheduling appointments and coordinate access with specialty contractors and appliances deliveries.
    • Keep constant communication with owners and team.
    • Owns the Hearth relationship and is the company SME on this program to provide financing to our customers
    • Maintain and update the sales coordination SOP as needed
    • Other duties assigned  

    Key Performance Indicators

    Disc Profile - High D with I

    English Proficiency - Medium / High

    Native/Fluent English/ Conversational Spanish is a plus

    Frequently Asked Questions

    Have questions about how a virtual assistant can help? Check out the FAQs below. 

    Can a VA really help with Housing Industry tasks?

    Many housing industry tasks are ideal for a remote team member! Reduce operating costs and choose skilled virtual property management talent to handle website management, listings, marketing services, sales coordination, and more. 

    What is the first step to finding Housing Industry talent and determining the project cost?

    Companies in the housing industry are one step closer to finding the talent they need after posting an informative job description that attracts potential VAs for the role. Use our job description templates to target virtual assistants who are ideal for your role and company as independent contractors! 

    What are the various ways I can connect with Housing Industry talent through VPM Solutions?

    Companies can respond directly to inquiries about a job posting through the VPM Solutions platform. You can also search for available VAs that could be the right fit or let our TalentMatch algorithm deliver matches to your inbox. 

    Why should I use VPM Solutions to find talent for Housing Industry Services?

    VPM Solutions was developed by property managers for property managers and real estate professionals. We're the online virtual assistant job platform that delivers skilled independent contractors specifically for the property management and housing industries. When you choose VPM Solutions, you have access to thousands of VAs who understand the industry and are ready to get to work for you!

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