Inside Out Hiring

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Operations Assistant (Construction Support)
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 lead follow-up throughout the sales pipeline, maintain an organized CRM, and support long-term client relationships. This role is responsible for nurturing new and existing leads through every stage of the customer journey, from initial connection to long-term community engagement, by qualifying prospects, coordinating appointments, managing Follow Up Boss, supporting social media lead follow-up, and maintaining organized communication systems. The ideal candidate is bilingual, highly organized, tech-savvy, coachable, and passionate about delivering an exceptional client experience.

Key Responsibilities

Sales Pipeline Management

• Manage leads throughout the company's sales pipeline: Connection, Commitment, Closing, and Community.
• Ensure every lead receives timely and consistent follow-up.
• Move prospects through each stage while maintaining accurate CRM records.

Database Management

• Organize, clean, and maintain a database of 1,000+ contacts 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, financial readiness, and overall buying potential.
• Identify high priority opportunities and schedule appointments with the sales team.
• Soft-qualify buyers based on urgency, motivation, and financial readiness.
• Email Marketing & Lead Generation: Must have hands-on experience with Canva, DeskFlo, and similar email marketing/newsletter platforms to create and distribute engaging quarterly newsletters to nurture leads, with bonus consideration for candidates experienced in designing lead magnets, digital freebies, and social media lead generation campaigns.

CRM Management and Automation

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

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

• Assist with CRM organization and database management.
• Track appointments and follow up activities.
• Provide reminders and updates to the sales team regarding important client activities.
• Recommend process improvements that increase efficiency and lead conversion.
• Utilize Microsoft Word and Excel for administrative tasks and reporting.
• Assist as needed with obtaining client documents during the loan process such as verification of employment, Home owners insurance, Escrow and title documents, appraisal ordering.

Qualifications & Skills

Must

• 2+ years of experience in real estate, lead nurturing, inside sales, appointment setting, customer relationship management, or virtual assistance.
• Previous experience using Follow Up Boss.
• Bilingual English and Spanish (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 ratios, loan-to-value ratios, and buyer qualification.
• Experience supporting social media lead follow-up.
• Experience generating referrals and maintaining long-term client relationships.

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.