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.

Real Estate Virtual Assistant (Remote - Hybrid Set-up)