Real Estate Operations Executive Assistant

Job Title: Real Estate Operations Executive Assistant

Work Hours: Full-Time (40 hours/week)

Schedule/Timezone: Monday to Friday, 9:00 AM – 5:00 PM EST

Overview

Are you a highly organized operations professional skilled in managing transaction workflows and recordkeeping systems?

We are partnering with a growing real estate brokerage to hire a Real Estate Operations Executive Assistant. This operational role manages transaction workflows, vendor coordination, and document systems so the broker can focus on business development and client acquisition.

You will build structured data systems, maintain client records, and implement industry best practices to help scale production.

Key Responsibilities

• Track real estate transactions from contract to closing to ensure all documentation and milestones are completed.
• Manage outreach and build relationships with title companies, lenders, and key real estate vendors.
• Organize, file, and audit all transaction documentation using digital document systems.
• Input property listing information accurately into real estate listing systems.
• Maintain and categorize client communication records in CRM software by client and transaction.
• Develop structured data organization systems to support AI-assisted client communication management.
• Help the team identify bottlenecks, reduce duplicate work and recurring errors, and test practical improvements to workflows, checklists, and recordkeeping.
• Apply relevant process-improvement methods and document whether changes produce the intended results.

Must-Have Requirements

• Location in Latin America.
• Ability to work full-time (40 hours per week), Monday to Friday, 9:00 AM – 5:00 PM EST.
• Exceptional organizational skills with a disciplined approach to data cataloging and record-keeping.
• Structured thinking with the ability to maintain a good working pace.
• Proven ability to rapidly learn new software tools, platforms, and operational workflows.
• Proficiency with CRM management software and digital document systems.
• Fluency in English with strong written and verbal communication skills.

Nice-to-Have Requirements

• Bilingual fluency in Spanish and English is preferred.
• Experience in LEAN, Six Sigma, and/or theory of constraints is a plus.
• Previous experience using CRM and transaction platforms is preferred.
• Background in using project management tools to organize operational workflows is a plus.

Why Join Us?

This role offers a fully remote arrangement for candidates based in Latin America. You will work a standard schedule from Monday to Friday, 9:00 AM to 5:00 PM EST. You will also have the opportunity to drive workflow improvements and build efficient systems that directly support business growth.