Real Estate Virtual Assistant (Lead Coordination & ISA Support)

Overview

 

A growing U.S.-based real estate company is seeking  two part-time Virtual Assistants to support lead coordination and internal agent communication. This role is focused on managing inbound lead appointments and ensuring they are assigned to available agents quickly and efficiently. 

 

The ideal candidates are organized, proactive and comfortable working in a fast-paced environment where responsiveness is key.

 

Key Responsibilities

 

Lead Coordination & Reassignment (Primary Function)

● Monitor inbound appointment requests from real estate agents

● Identify available agents based on pre-set schedules/lists

● Contact agents (via text/call) to confirm availability

● Reassign leads within CRM (Follow Up Boss)

● Add notes and update lead records accurately

 

Internal Communication

● Communicate primarily with internal agents (not clients)

● Ensure smooth handover of appointments between agents

● Maintain clear and professional communication at all times

 

Client Communication (Ad Hoc / Rare)

● Occasionally contact clients if rescheduling is required

● Offer alternative appointment times using guided scripts

● Maintain a professional and friendly tone ISA /

 

Sales Support (Secondary Function)

● Call warm leads from CRM (no cold outreach lists)

● Follow scripts to book property viewings

● Set appointments and assign to agents

● Participate in training, scripts, and roleplay sessions

 

Requirements

Must-Haves

● Strong English communication skills (clear, neutral accent)

● Comfortable on the phone (agent communication + occasional client calls)

● Highly organized and responsive

● Ability to multitask and switch quickly between tasks

● Basic admin + CRM experience ● Reliable internet and ability to work PST hours

 

Nice-to-Haves

● Experience in real estate or working with agents

● Experience with Follow Up Boss (FUB)

● ISA / sales / appointment setting experience

● Familiarity with CRMs and dialers ● Ability to handle light sales conversations

 

Working Structure

● Coverage required 7 days a week (business hours PST)

● Option to hire:

● 2 Part-Time VAs (split coverage)

● Workload is not constant, requires availability for when tasks come in