Real Estate Operations & Executive Support Specialist

Role & responsibilities

• Manage day-to-day real estate operations, including CRM updates, lead management, task execution, and follow-ups.
• Maintain and update BoldTrail CRM, including lead entry, tagging, nurture workflows, and daily activities.
• Handle transaction coordination through SkySlope, including documentation, file management, compliance checks, and follow-ups.
• Manage property listings, including MLS data entry, updates, coordination, and quality checks.
• Coordinate property showings and appointments using BrokerBay.
• Track tasks, deadlines, workflows, and follow-ups using Trello.
• Conduct market, property, investor, competitor, and web-based research.
• Prepare research reports, investor data, spreadsheets, lists, and other business information.
• Provide executive and administrative support, including calendar management, travel planning, scheduling, reminders, and task coordination.
• Coordinate with photographers, installers, contractors, vendors, and other service providers.
• Create and manage basic property/product listings on Facebook Marketplace, Kijiji, and similar platforms.
• Respond to buyer/customer inquiries and coordinate follow-ups.
• Assist with basic social media posting and marketing activities; graphic designing is not required.
• Handle ad-hoc research, administrative, coordination, and business support tasks.
• Maintain accurate records, follow SOPs, protect confidential information, and ensure all assigned tasks are completed within deadlines.
• Proactively identify pending tasks and provide timely updates to clients, management, and internal teams.

Preferred candidate profile

• 2-5 years of experience in Real Estate Operations, BPO/KPO, Virtual Assistance, Executive Assistance, CRM Operations, Research, or Back-Office Operations.
• Graduate in any discipline; candidates with backgrounds in Business Administration, Commerce, Management, Real Estate, or Operations are preferred.
• Prior experience in US/International real estate operations will be an advantage.
• Strong web research, data management, documentation, and internet research skills.
• Good working knowledge of MS Excel / Google Sheets.
• Experience with BoldTrail, SkySlope, BrokerBay, MLS, Trello, Facebook Marketplace, or Kijiji will be an advantage.
• Excellent written and verbal English communication skills.
• Strong organizational, coordination, follow-up, and time-management skills.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable working with different software platforms and learning new tools quickly.
• Proactive, dependable, self-motivated, and capable of working independently with minimal supervision.
• Comfortable handling both structured operational work and flexible research/executive-support assignments.
• Strong problem-solving skills and a professional approach when communicating with clients, vendors, and stakeholders.
• Candidates who demonstrate a "right-hand support" mindset and take ownership of tasks from start to completion will be preferred.