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Real Estate Appointment Setter
Job ID: LUIRIC1
Industry: Real Estate / Sales
Location: LATAM (Spanish needed)
Job Status: Part Time 20 hours a week
Work Schedule: Monday to Friday 2PM to 6PM PST
Salary: $7 per hour + commissions
Target Start Date: ASAP
 

ROLE OVERVIEW

About the Client:

The client is a growing real estate team based in Southern California, specializing in Spanish-style architecture and serving a predominantly Hispanic client base. Through engaging social media content, digital marketing, and relationship-focused sales strategies, they generate a high volume of inbound buyer leads while building lasting relationships with prospective and past clients. Their mission is to deliver an exceptional home-buying experience by maintaining consistent communication, creating strong community connections, and generating referrals through outstanding customer service.
 

About the Role:

The client is seeking a proactive and relationship-driven Real Estate Virtual Assistant to manage buyer lead follow-up, nurture client relationships, and support the sales pipeline using Follow Up Boss. This role is responsible for qualifying prospects, coordinating appointments, maintaining accurate CRM records, and ensuring timely, consistent communication throughout the customer journey—from initial inquiry to long-term client engagement.

The ideal candidate is bilingual (English and Spanish), highly organized, tech-savvy, coachable, and passionate about delivering an exceptional client experience. Experience with real estate CRMs, appointment setting, and lead nurturing is essential, while experience supporting marketing initiatives such as newsletters or social media follow-up is a plus.

Key Responsibilities

Sales Pipeline Management

• Manage inbound buyer leads throughout the company's sales pipeline using Follow Up Boss.
• Ensure every lead receives timely and consistent follow-up through phone, text, and email.
• Qualify buyers based on their purchase timeline, motivation, financial readiness, and buying potential.
• Schedule qualified appointments with the sales team.
• Maintain accurate CRM records, including notes, lead statuses, and follow-up activities.

Database Management

• Organize, clean, and maintain the company's database in Follow Up Boss.
• Ensure records remain accurate, organized, and up to date.
• Remove duplicate or incomplete records as needed.

Lead Management and Qualification

• Monitor and manage inbound leads received through the company's CRM.
• Contact new leads promptly via phone, text, and email.
• Qualify buyers by identifying their purchase timeline, urgency, motivation, financial readiness, and overall buying potential.
• Identify high-priority opportunities and schedule appointments with the sales team.
• Maintain consistent communication with prospects throughout the sales process.

CRM Management and Automation

• Manage and maintain accurate records in Follow Up Boss.
• Keep lead statuses, notes, and communication history updated.
• Build and maintain automated email and text follow-up campaigns.
• Create reminders and workflows to improve consistency across the sales process.
• Utilize ChatGPT or similar AI tools to improve communication and productivity.
• Manage social media lead follow-up activities within the CRM, as needed.

Lead Nurturing

• Maintain regular communication with prospects who plan to purchase in the future.
• Develop personalized follow up strategies that keep buyers engaged over time.
• Re engage inactive leads and maintain long term relationships.

Past Client Engagement

• Maintain ongoing communication with previous clients to encourage repeat business and referrals.
• Coordinate reminders for birthdays, anniversaries, home purchase anniversaries, and other relationship building opportunities.
• Help develop systems that strengthen client retention and referral generation.

Administrative Support

• Track appointments and follow-up activities.
• Assist with CRM organization and reporting.
• Provide reminders and updates to the sales team regarding important client activities.
• Assist with obtaining client documents during the loan process, including verification of employment, homeowner's insurance, escrow, title documents, and appraisal ordering.

Marketing Support (Occational)

• Assist with creating and distributing quarterly newsletters using Canva or similar tools as needed.
• Support social media lead follow-up and basic marketing initiatives when required.
• Experience with Canva, email marketing, newsletters, or lead generation campaigns is a plus but not required.

Qualifications & Skills

Must

• 2+ years of experience supporting a U.S. residential real estate team in appointment setting, lead nurturing, inside sales, customer relationship management, or virtual assistance.
• Experience using Follow Up Boss is highly preferred. Candidates with strong experience using a comparable real estate CRM and the ability to quickly learn Follow Up Boss are encouraged to apply.
• Bilingual English and Spanish with excellent verbal and written communication skills.
• Experience communicating professionally through phone, text, and email.
• Experience managing CRM databases and maintaining accurate records.
• Comfortable using Microsoft Word, Excel, and AI tools such as ChatGPT.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple tasks in a fast-paced environment.

Preferred

• Experience working with residential real estate teams or brokerages.
• Experience building CRM automations and follow-up campaigns.
• Knowledge of mortgage terminology, financing basics, debt-to-income (DTI), loan-to-value (LTV), and buyer qualification.
• Experience generating referrals and maintaining long-term client relationships.
• Experience using Canva or similar tools to create basic marketing materials or newsletters.

Personality Traits

• Coachable and eager to learn.
• Proactive and self-motivated.
• Detail-oriented.
• Friendly and approachable.
• Strong team player.
• Relationship-driven.
• Highly organized.
• Dependable and accountable.
• Positive attitude.
• Solutions-oriented.