YOUR ROLE AS A REAL ESTATE EXECUTIVE ASSISTANT
We are seeking a highly experienced and detail-oriented Real Estate Virtual Assistant with comprehensive knowledge of the US real estate market. In this role, you will be an integral part of our real estate operations — managing complex transactions, overseeing escrow processes, and serving as a reliable point of coordination between all parties involved in a deal. You thrive in a fast-paced environment, are proactive in managing timelines, and take pride in delivering seamless real estate experiences from contract to close.
As a Real Estate Executive Assistant, you will be expected to perform the following:
- Transaction Management
- Oversee end-to-end real estate transactions, ensuring all parties — buyers, sellers, agents, lenders, and title companies — are aligned and moving on schedule
- Monitor and manage transaction timelines, contingency deadlines, and closing dates with precision
- Prepare, review, and organize real estate contracts, purchase agreements, disclosures, and addenda
- Maintain accurate and up-to-date records in transaction management platforms such as Dotloop, Skyslope, or similar tools
- Flag potential issues early and proactively coordinate resolutions to keep deals on track
- Escrow & Closing Coordination
- Coordinate directly with escrow officers and title companies to facilitate smooth and timely closings
- Prepare and track escrow instructions, earnest money deposits, closing disclosures, and settlement statements
- Ensure all required documentation is submitted accurately and within deadlines
- Follow up on outstanding items, signatures, and approvals throughout the escrow process
- Assist in post-closing tasks including file archiving and final documentation distribution
- Listings & Market Research
- Create, manage, and update MLS listings with accurate property details, photos, and descriptions
- Conduct comparative market analysis (CMA) and provide relevant insights on US real estate market trends
- Research property data, neighborhood statistics, and competitive listings to support agents and brokers
- Monitor market activity and flag relevant changes that may impact ongoing or upcoming transactions
- Client & Stakeholder Communication
- Serve as a professional point of contact for clients, agents, lenders, and other stakeholders throughout the transaction
- Draft and send regular transaction updates, follow-up emails, and status reports
- Schedule appointments, property showings, inspections, and walkthroughs
- Manage and maintain CRM platforms to ensure all contacts, notes, and communications are current
- Administrative Support
- Provide day-to-day administrative support to real estate agents or brokerages
- Organize and maintain digital filing systems for all transaction and client documents
- Assist with social media content, email campaigns, or marketing materials as needed
- Track agent productivity, deal pipelines, and reporting dashboards
Requirements
As a minimum, we expect candidates to meet the following requirements:
- Minimum 2-3 years of experience as a Real Estate VA, Transaction Coordinator, or in a similar real estate operations role
- Deep and demonstrated knowledge of the US real estate market, terminology, and transaction processes
- Proven hands-on experience managing escrow transactions and coordinating real estate closings
- Proficiency with real estate platforms such as MLS, Dotloop, Skyslope, Zipforms, or equivalent tools
- Strong working knowledge of CRM platforms (e.g., Follow Up Boss, Salesforce, HubSpot) and Google Workspace / Microsoft 365
- Exceptional attention to detail, organizational skills, and the ability to manage multiple transactions simultaneously
- Excellent written and verbal English communication skills — able to correspond professionally with US-based clients and stakeholders
- Highly self-motivated and capable of working independently in a fully remote setup, aligned with US time zones
Nice to Have
- Direct experience supporting US-based real estate agents, teams, or brokerages
- Background in title, escrow, or mortgage processing
- Familiarity with state-specific real estate laws, disclosures, and compliance requirements
- Experience with real estate marketing tools, IDX platforms, or property management software
- Knowledge of investment properties, short sales, or REO transactions
Benefits
At MySigrid, we aim to ensure the professional and personal growth of all our employees:
- Two weeks of paid training.
- Vacation leave and Sick leave credits.
- HMO Package for the employee and two dependents.
- Reimbursable internet charges.
- Comprehensive training and continuous learning advantages.
- Opportunity to contribute to new technology and help develop a high-end system that assists humans by optimizing their work processes.
- High importance to work-life balance with the opportunity to work from home part of the week.
- Opportunity to venture into other areas of the business as you continue to contribute to the growth of the company.
- Be part of a dynamic team of specialists who openly and willingly share their knowledge with their colleagues.
- Work in a corporate culture that encourages collaboration, with an emphasis on our core values: Integrity, Passion, Teamwork and Respect, Proactiveness, Accountability, and Determination.
Co-Working days
MySigrid has co-working offices in BGC, Ortigas, and Makati where the whole team meets once a month at a minimum.
