Real Estate Virtual Assistant (Order Processing)

Overview

A growing legal and real estate-focused organization is seeking a detail-oriented Virtual Assistant to support their order opening process. This role plays a critical part in ensuring real estate transactions are accurately processed and entered into internal systems. The ideal candidate is highly organized, tech-savvy, and comfortable working with structured data and documentation. Experience in real estate or legal administrative support is highly beneficial.

Key Responsibilities

Order Processing & Data Entry

● Monitor and manage a shared orders inbox

● Review incoming real estate contracts and transaction documents

● Extract key information from contracts (e.g. property details, parties involved)

● Accurately input data into internal systems (e.g. CRM or transaction management software)

● Assign appropriate teams and templates based on transaction type

● Ensure all entries are complete, accurate, and aligned with internal workflows

Administrative Support

● Maintain organized digital records of transactions

● Follow documented processes and workflows

● Assist with improving efficiency and accuracy in order handling

● Communicate with internal team members when clarification is needed

Future Scope (Potential Growth)

● Assist with reception duties, including:

○ Answering inbound calls

○ Routing calls to appropriate departments

○ Providing basic information to clients

Requirements Experience & Skills

● Previous experience in:

○ Real estate administration or Legal admin support or General administrative/data entry roles

● Strong attention to detail and accuracy

● Comfortable working with structured systems/CRMs (experience with any similar platform is acceptable)

● Ability to interpret and work with contracts or formal documents

● Excellent written and verbal English communication skills

Core Competencies

● High level of organization

● Self-starter with the ability to learn systems quickly

● Problem-solving mindset and intellectual curiosity

● Ability to work independently and manage workload efficiently

Working Hours

● Full-time: 40 hours per week

What Success Looks Like

● Orders are processed quickly and accurately

● Minimal backlog in the orders inbox

● Strong attention to detail with low error rates

● Ability to work independently with minimal supervision over time

Training & Support

● Training will be provided by an internal team member

● Process documentation and work instructions will be available

● Ongoing support provided as workflows are refined

Ideal Candidate Profile You’re someone who:

● Loves structure, systems, and getting things right

● Can take a messy contract and turn it into clean, organized data

● Thrives in behind-the-scenes roles that keep operations running smoothly

● Has an interest in real estate, legal processes, or operations

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