Virtual Assistant

ROLE SUMMARY

ABOUT THE COMPANY

Heidi Spielman Dream Homes Team is a top-performing real estate agency led by Heidi Spielman, one of the most accomplished realtors in the Phoenix Metro Area. Ranked in the top 1% of realtors in the region and a multi-million-dollar producer, Heidi brings over a decade of expertise in helping buyers find their dream homes and sellers achieve top dollar for their properties. Heidi's certifications include being a Certified Luxury Home Marketing Specialist, Certified Military Residential Specialist, and Certified Relocation Agent Specialist, among others. With a proven track record of selling homes for an average of $13,000 more than market value and a database of over 9,000 potential buyers, Heidi Dream Homes is committed to delivering unparalleled results. Whether working with first-time buyers, seasoned homeowners, or investors, the team focuses on making real estate transactions seamless, rewarding, and stress-free.

ABOUT THE ROLE

This role is essential to supporting Heidi Dream Homes’ mission of connecting buyers with their dream properties and helping sellers maximize their profits. The Virtual Assistant will focus on two main areas: operational efficiency and business development support.

On one side, this position will assist in streamlining the buying and selling processes, ensuring every transaction runs smoothly. From coordinating listing activities to tracking milestones, you will play a key role in providing exceptional service to clients. On the other side, the role is instrumental in driving new sales opportunities, supporting marketing efforts, and helping grow the company’s client base.

This is a unique opportunity to work closely with an expert in the real estate field, gaining hands-on experience and deep insight into the industry. While the role will be challenging, it offers immense rewards, including exposure to high-level real estate operations, project management, and digital marketing strategies that will advance your professional growth.


This position is perfect for someone who:

✅ Combines initiative and critical thinking to solve problems and identify opportunities independently.

✅ Has strong organizational skills and thrives in managing multiple tasks and priorities efficiently.

✅ Excels at project management, ensuring processes and tasks are completed on time and accurately.

✅ Is experienced in creating engaging content and managing social media platforms.

✅ Has a proven ability to create, improve, and document systems and processes for better efficiency.

ROLE RESPONSIBILITIES

1. Administrative & Operational Support

• Organize and implement systems to streamline real estate workflows and processes.
• Maintain and update project management dashboards to track transaction progress across multiple listings.
• Monitor key transaction stages and notify the owner of important milestones (e.g., time-on-market warnings or critical deadlines).
• Coordinate with third-party vendors, such as photographers and title companies, to schedule appointments and ensure timely deliverables.
• Handle all real estate documentation, ensuring contracts, forms, and files are completed, reviewed, and properly stored.

2. Real Estate Marketing

• Design and schedule property highlights, open house announcements, and other types of posts using Canva and similar tools.
• Manage social media platforms, including Facebook and Instagram, to enhance brand presence and attract leads.
• Assist in creating and sending email marketing campaigns and newsletters to promote listings and engage potential buyers.
• Monitor marketing performance metrics and provide actionable insights for improvement.

3. Client Communication & Coordination

• Respond to inquiries from potential clients and coordinate consultations based on availability.
• Support client onboarding by managing initial communications and ensuring all required documentation is in order.
• Act as a liaison between the client and loan officers, providing necessary follow-ups to ensure timely completion of pre-qualifications or other steps in the transaction.
• Track and log client interactions in the company’s CRM to ensure no opportunities are missed.

4. Lead Generation & Prospecting Support

• Research expired, canceled, or off-market properties through MLS and other platforms.
• Conduct outreach to potential sellers or buyers to expand the client database.
• Collaborate with the owner to create targeted strategies for attracting listings and generating leads.
• Assist in preparing and managing open house events, from marketing to coordination.

5. Process Improvement & Systems Development

• Create standard operating procedures (SOPs) for recurring tasks and workflows to ensure consistency and efficiency.
• Develop templates and resources for marketing, communication, and transaction coordination activities.
• Identify bottlenecks in processes and propose improvements to streamline operations.
• Regularly update systems and tools (e.g., Monday.com) to align with evolving business needs.

Although the responsibilities outlined above will form the core focus of your role, please note that your hiring manager may assign additional relevant tasks as needed to align with the evolving objectives of your position and the overall goals of our business.

ROLE QUALIFICATIONS

REQUIRED QUALIFICATIONS

• Previous experience as a Virtual Assistant or Administrative Assistant.
• Strong project management skills, including the ability to oversee and support end-to-end processes.
• Excellent organizational and time-management skills, with a proven ability to prioritize tasks effectively.
• Proficiency in using project management tools such as Monday.com, Asana, or Trello.
• Experience with content creation and social media management, including familiarity with platforms like Facebook and Instagram.
• Proficiency in Canva or similar tools for designing marketing materials.
• Client-facing communication experience, with the ability to handle inquiries professionally and efficiently.
• Must have own computer (relevant software and subscriptions provided).
• Excellent English verbal and written language proficiency (C1-C2 in CEFR Scale).
• Access to a quiet work area at home with reliable internet (50 Mbps or more).

PREFERRED ("NICE-TO-HAVE") QUALIFICATIONS

• Previous experience in the real estate industry, including familiarity with MLS systems.
• Experience in lead generation and/or appointment setting.
• Proven ability to create and document standard operating procedures (SOPs).
• Experience with running ads on Meta platforms (Facebook and Instagram).

ROLE SPECIFICATIONS

• Base Salary: Q8,500 base salary.
• Role type: Full-time.
  
• Location: Guatemala (Remote - Work from home).
• Schedule: Monday to Friday: 8:00 AM - 5:00 PM.

RECRUITING PROCESS

• Application / Screening: When you apply for this position, we will ask you a short questionnaire to get to know you a little bit better and ask you for some additional inputs to see if you qualify for the position. In addition, we will ask you to complete a short psychometric evaluation and a short English proficiency assessment. The idea is to explore if this is a good fit before moving forward.

• Skills Assessment: You will be asked to complete a few exercises and/or projects designed to recreate the work tasks that you will be responsible for if you are given the role. This helps us gauge your skill level as well as give you a better idea of the required work.

• Skills Assessment Interview: This is a 60 min - 90 min conversation where we further test your skills, learn about your previous working experiences, and evaluate culture fit to the role and company.

• Hiring Manager Final Interview: This is a 30 min - 60 min conversation with the position’s Hiring Manager (and potentially a few company team members) to get to know you better and to set the expectations and vision for the role.

The entire process usually takes anywhere between 2-4 weeks to complete depending on the seniority of the position.

CONTACT US

If you have any questions or run into any complications while submitting your application, please reach out to:

carlos.escobar@trymeteor.com

+502 5389 9183