About MyOutDesk
Since 2008,
MyOutDesk has connected highly skilled professionals with growing and established U.S.-based organizations, enabling them to make a real and measurable business impact as part of extended global teams.
Trusted by companies in real estate, healthcare, finance, professional services, and other growth industries, MyOutDesk provides professionals the opportunity to build stable, long-term remote careers while contributing meaningfully to high-performing teams.
About The Client
Our client is a dynamic, fast-growing commercial and industrial real estate brokerage serving the Greater Toronto Area (GTA) and Southwestern Ontario. They are composed of 15+ high-performing brokers and sales representatives specializes in industrial, commercial, land, investment, and development real estate.
Position Overview
We are seeking a highly capable, proactive, and exceptionally organized
Virtual Assistant based in the Philippines to support our brokerage operations in real-time. This is a full-time, monthly-retainer role.
You will be our dedicated team member, not shared across other clients.
Your time will be split into two core functions:
- 80% Brokerage Support: Directed by the Head of Admin, supporting our 15+ brokers with research, document preparation, and marketing tasks
- 20% Executive Support: Providing direct administrative assistance to the COO & Partner
You must be available during Eastern Time (ET) business hours and respond to requests with the same promptness and professionalism as if you were sitting in our Toronto office.
Key Responsibilities
Part A: Brokerage & Admin Support (80%)
Working under the direction of the Head of Admin to support the wider brokerage team.
Data, Research & Analytics
- Research & Data Scrubbing: Compile, verify, and clean commercial/industrial property data from MLS, CoStar, Geowarehouse, and other proprietary databases
- Market Availability Reports: Source, filter, and format comprehensive industrial/commercial availability lists for specific submarkets across the GTA and SW Ontario
- Comparable Sales (Comps): Actively research and organize comparable property transactions to support accurate client reports and valuations
- CRM Data Mastery: Keep HubSpot records immaculate. Ensure contacts, companies, deals, and notes are updated, properly tagged, and aligned with each broker's pipeline
Marketing & Presentation Materials
- Broker Opinion of Value (BOV) Support: Assist with heavy data gathering, formatting, and layout design for BOV packages to win listings
- Tour Packages & Property Brochures: Assemble high-quality property brochures, tour books, and presentation materials for client meetings
- Template Production: Insert property photos, maps, floor plans, financial graphs, and market data into Spear Realty's standard marketing templates using Microsoft Word, PowerPoint, Canva, and Adobe Acrobat
- Listing Coordination: Support the input, updating, and syndication of property listings across various internal and external platforms
Operations & Workflow Execution
- Document Preparation: Draft, format, and meticulously proofread letters, emails, LOIs (Letters of Intent), proposals, and reports in Microsoft Word and Excel
- Electronic Signatures: Manage and coordinate document workflows through AuthentiSign, ensuring all parties sign promptly and executed copies are filed
- Scheduling & Coordination: Assist the admin team with calendar management, meeting setups, and follow-up tracking for the brokers
- Ad-Hoc Admin Tasks: Respond to day-to-day requests from the admin team with speed, accuracy, and a positive attitude
Part B: COO Executive Support (20%)
Direct, high-level support for COO & Partner.
- Strategic Calendar Management: Schedule meetings, manage confirmations, prepare necessary briefing materials, and track post-meeting follow-up action items
- Executive Correspondence: Draft, format, and send highly professional communications on behalf of the COO to clients, partners, and internal staff
- Pipeline & HubSpot Management: Act as the gatekeeper for the COO's CRM. Track pipeline activity, update deal stages, and manage task reminders
- Reporting & Analytics: Compile weekly activity summaries, broker performance stats, and high-level pipeline snapshots for leadership review
- Project Coordination: Track open operational items and follow up with internal team members to keep deliverables on schedule
- Personal Admin: Assist with travel coordination, expense tracking, digital document filing, and other executive tasks as needed
Requirements
- Fluent English: Impeccable professional-level reading, writing, and verbal communication. You must be clear, confident, and nuanced in written correspondence
- Real-Time Availability: Must work strictly during Eastern Time (ET) business hours (9 AM - 5 PM ET minimum). Asynchronous-only candidates will not be considered
- Microsoft Office Mastery: Advanced, confident proficiency in Word, Excel, Outlook, and PowerPoint
- HubSpot CRM Experience: Demonstrated history of managing contacts, deals, tasks, pipelines, and email sequences within HubSpot
- CoStar Proficiency: Familiarity with CoStar for property research, comp searches, availability queries, and market analytics
- Commercial Real Estate (CRE) Acumen: Strong understanding of core CRE concepts: NOI, Cap Rate, NNN, Gross Lease, Industrial vs. Office vs. Retail, Sublease, Landlord/Tenant Rep, BOV, LOI, Availability vs. Vacancy. Bonus points for understanding the GTA/Southwestern Ontario market
- Design & Template Skills: Proven ability to manipulate photos, graphs, maps, and data into structured document templates with a sharp eye for layout, alignment, and presentation
- AuthentiSign / e-Signature Tools: Experience with (or ability to rapidly master) AuthentiSign or DocuSign
- Home Office Infrastructure: Fast, stable, hardwired internet connection, a modern computer, a high-quality headset, and a quiet, professional workspace. (Backup internet/power supply is highly preferred)
Benefits
- $400 Placement Bonus after successfully completing your first 30 days with your first MOD client
- Independent Contractor Referral Program - Earn up to $330 for every successful referral
- MOD Cash Advance Program available after 6 months of active service with MOD client/s
- Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service with MOD client/s
- Dental Benefits through Maxicare Dental Hub
- Optical Reimbursement for HMO principal members
- Group Life Insurance with Accidental Death & Dismemberment coverage
- Maternity Reimbursement for both normal and Caesarean delivery
- 6 Paid US Holidays
- 7 Additional Vacation Leave Credits after 10 months of active service with the current MOD client
- 7 Additional Sick Leave Credits after 1 year of active service with the current MOD client/s
- Unlimited Upskilling Opportunities through MODUniversity
- Mentorship and collaboration with global leaders and teams
- Clear career advancement pathways within the organization
- Diverse, inclusive, and supportive workplace environment
