Part Time Executive Admin (Data Manager)

Position Summary
We are seeking a highly analytical and process-driven Data Manager & Real Estate Data Specialist to architect,
manage, and optimize our property intelligence pipelines. In this role, you will be directly responsible for replicating
and scaling sophisticated data management architectures modeled after advanced frameworks like DataSIFT.ai.
You will oversee the complete lifecycle of our lead data—from raw public record ingestion and multi-tier motivation
"list stacking" to deep skip tracing, automated KPI tracking, and downstream CRM workflow deployment. The ideal
candidate treats data as a strategic product, maintaining flawless database hygiene to ensure our marketing
engines target high-converting, deeply motivated prospective sellers with pinpoint precision.
Key Responsibilities & Essential Functions

• Daily Data Pipelines & Ingestion: Oversee and execute the systematic, daily extraction of fresh public records(e.g., Probate Cases, pre-foreclosure filings, tax delinquencies, code violations) from county clerk portals, GIS databases, and third-party data aggregators. Clean, normalize, and map raw datasets to ensure seamless CRM updates.
• List Stacking & Strategic Segmentation: Maintain master database architecture. Execute precise "list stacking" logic (cross-referencing disparate criteria, such as overlapping an absentee owner list with a code violation list) to isolate niche, hyper-targeted list segments containing multiple layers of motivation.
• Advanced Skip Tracing & Record Enrichment: Drive deep-dive online prospecting mechanisms to locate hard-to-reach property owners. Design and manage bulk skip-tracing pipelines alongside manual lookup workflows and AI-driven extraction tools to recover highly accurate phone networks, emails, and true mailing addresses.
• KPI Governance & Operations Auditing: Enforce governance standards for data entering company dashboards. Track, audit, and compile daily Key Performance Indicators (calls, connects, leads, appointments)across the acquisitions team. Flag discrepancies immediately and identify systemic processing errors.
• Database Hygiene & Field Integrity: Conduct continuous database maintenance. Regularly purge duplicate entries, resolve text casing formatting issues, fix broken data mappings, and ensure real-time field changes (status flags, disposition updates, team notes) propagate cleanly to prevent list decay.
• Quality Assurance & Data Safeguarding: Implement strict QA checkpoints before handing any list off to cold calling, SMS, or direct mail campaigns. Prevent "silent failures" (such as broken merge fields or extraneous spaces) that compromise marketing deliverability and brand reputation.

Required Technical Qualifications & Core Skills

• Professional Experience: 1 to 2+ years of dedicated data management, list management, or database administration experience, ideally within a high-velocity Real Estate Investment (REI) or wholesaling environment.
• Advanced Spreadsheet Skills (Excel & Google Sheets): Must be highly proficient in cleaning, merging, and formatting massive property lists. You should comfortably use formulas (like XLOOKUP or INDEX/MATCH) to combine skip-tracing data, remove duplicates, fix formatting errors, and build clean daily KPI reports without losing data integrity.
• CRM & Dialer Integration: Proven experience uploading lists, setting up data fields, and managing records inside real estate CRMs (like Podio, RESimplify, or Salesforce). You must understand how to push clean lead lists directly into multi-line dialers and marketing tools (like Smartphone, BatchDialer, or SmarterContact).
• Process Automation: Experience using tools like Zapier or Make.com to connect different platforms. You should know how to automate tasks—like automatically moving new leads into the CRM or syncing daily numbers to a master KPI sheet—to reduce manual work.
• Analytical Problem Solver: Ability to examine messy, confusing public records from county websites and determine how to clean and organize them. You should be naturally curious and skilled at spotting patterns to help identify the best property leads.

Preferred / Advantageous Attributes

• Real Estate Data Platforms: Familiarity with DataSIFT.ai or similar real estate data-stacking and marketing tools.

• Data Collection Tools: Experience using basic web scraping tools (like Octoparse or WebHarvy) or browser extensions to pull public records faster from county websites.

• AI & Modern Tech Savvy: Comfortable using AI tools (like ChatGPT or Claude) to help write prompts, clean text, or quickly format data lists.