Inside Out Hiring

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The client is a high performing real estate professional based in Los Angeles who has built a fast paced and growth oriented business focused on client relationships, operational excellence, and long term scalability. With years of experience managing remote teams and virtual assistants, the client values accountability, initiative, critical thinking, and continuous improvement. The business is currently expanding its operational infrastructure and social media presence, creating an opportunity for someone who enjoys dynamic responsibilities, problem solving, and helping streamline day to day operations in a client facing environment.

About the Role:

The client is seeking a highly organized, tech savvy, and proactive Real Estate Operations Coordinator to support daily business operations, transaction coordination, client communication, scheduling, and operational workflows. This role will serve as the operational backbone of the business, helping manage lead flow, calendars, CRM updates, inboxes, and administrative processes while ensuring an exceptional client experience. The ideal candidate is resourceful, adaptable, growth minded, and capable of taking ownership of recurring processes while continuously identifying ways to improve efficiency and organization.

Key Responsibilities

Executive & Administrative Support

• Manage the client’s calendar, appointments, meetings, and scheduling logistics
• Coordinate property showings between buyers, listing agents, showing agents, and internal stakeholders
• Assist with personal administrative tasks such as scheduling appointments and managing calendar conflicts
• Organize daily priorities and ensure important deadlines and follow ups are completed on time
• Handle inbox management across email, text messages, and communication platforms

Client Care & Communication

• Serve as a professional and friendly point of contact for clients and leads
• Respond to client inquiries and provide timely updates throughout transactions and processes
• Monitor incoming communications and escalate important matters when necessary
• Follow up with leads, prospects, and clients while maintaining a high level of customer service
• Support relationship management through clear communication and proactive follow through

Real Estate Operations & Transaction Coordination

• Assist with transaction coordination and operational support throughout the real estate process
• Update and maintain CRM systems with accurate lead and client information
• Track transaction progress, documentation, deadlines, and communications
• Coordinate with vendors, agents, and service providers to ensure operational efficiency
• Support process execution and ensure workflows are followed consistently

Social Media & Lead Management Support

• Monitor social media platforms for direct messages, comments, and lead activity
• Respond to basic inquiries and escalate higher level conversations when needed
• Help organize content workflows and support backend social media operations
• Coordinate scheduling and follow up related to social media leads and inquiries
• Assist with maintaining operational consistency across social media processes

Process Improvement & Technology Support

• Identify opportunities to improve workflows, systems, and operational efficiency
• Support automation initiatives and help streamline repetitive administrative processes
• Utilize AI tools, technology platforms, and productivity systems to improve organization and execution
• Follow established SOPs while also contributing ideas for optimization and scalability
• Take initiative in solving problems and proactively identifying operational gaps

Basic Property Management Support

• Respond to tenant inquiries (availability, maintenance request, basic questions)
• Send payment reminders for past-due accounts
• Track and update tenant records in the system

Storage Facility Management

• Respond to tenant inquiries (availability, pricing, basic questions)
• Assist with new tenant onboarding (set up account, access details)
• Send payment reminders for past-due accounts
• Track and update tenant records in the system
• Coordinate with on-site manager for:
  • Move in/Move out
  • Maintenance requests
• Help monitor delinquent accounts and flag for follow-up
• Assist with simple reporting (occupancy, payments, notes)

Qualifications & Skills

Must Have

• Minimum 3 years of experience in executive assistance, operations coordination, customer service, client success, or administrative support
• Previous experience supporting a real estate business, brokerage, property management company, or transaction coordination team
• Strong verbal and written English communication skills
• Experience managing schedules, calendars, appointments, and multiple priorities simultaneously
• • Stable work history with a preference for candidates who have remained in previous roles for 2+ consecutive years
• High level of organization and attention to detail
• Comfortable working in a fast paced and dynamic environment
• Ability to handle client facing communication professionally and confidently
• Strong critical thinking and problem solving abilities
• Tech savvy with the ability to quickly learn new tools and systems
• Experience using Google Workspace and CRM systems
• Stable work history with demonstrated longevity in previous roles
• Experience working remotely with U.S. based clients or companies

Preferred

• Familiarity with social media platforms and lead management workflows
• Experience with project management tools, automation tools, AI platforms, or process optimization
• Experience using Notion, Metricool, or real estate related CRMs
• Leadership, coordination, or team management experience in previous roles
• Experience supporting high performing entrepreneurs or executives

Personality Traits

• Growth minded and eager to continuously improve
• Proactive and capable of taking ownership without constant supervision
• Resourceful and solution oriented
• Strong sense of accountability and professionalism
• Adaptable and comfortable handling changing priorities
• Curious and willing to learn new systems, tools, and workflows
• Emotionally intelligent with strong interpersonal skills
• Able to receive feedback constructively and apply improvements quickly
• Reliable, dependable, and committed to long term growth
• Naturally organized with a strong sense of initiative and follow through