Remote Listing Operations Assistant

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Job Title: Remote Listing Operations Assistant (

100% Work From Home) Location:

Remote from Latin America

Position Type:

Full-time

Salary : $1,550 – $2,050 USD/month (depending on experience and qualifications)

Schedule:

Full-time (Monday – Friday, 8:30 AM – 5:30 PM US Pacific Time (PST), including a 1-hour unpaid lunch break)

Job Overview

Our Client is a relationship-driven, top-producing real estate team based in Walnut Creek, California, serving Contra Costa County and surrounding communities. Operating with a commitment to clear communication, proactive guidance, and consistent execution, they deliver an exceptional client experience across every stage of the real estate buying and selling process. As a systems-driven, collaborative organization, they believe that operational consistency protects their brand reputation, relying on dedicated back-office professionals to keep every property transaction running seamlessly.

The Role

Our Client is seeking a detail-obsessed, highly organized, and proactive Listing Operations Assistant to serve as the operational backbone of their listing department. This professional will manage administrative workflows, record accuracy, vendor schedules, and project timelines to ensure property listings move efficiently from preparation to market launch. Working closely with the Listing Project Manager, Listing Marketing Coordinator, Field Coordinator, and Transaction Coordinator, this role is ideal for a candidate who excels at creating order from complexity and thrives in a fast-paced environment.

Key Responsibilities

Listing Coordination & Vendor Management

Schedules and coordinates vendor appointments, including inspections, photography sessions, staging setups, and property preparation activities.

Manages calendars, tracks project timelines, and proactively follows up on pending action items to keep listing launches on schedule.

Identifies missing documentation or property details and proactively acquires required assets to prevent transaction bottlenecks.

Communicates professionally across internal channels and with external clients, vendors, agents, escrow officers, and team members.

System Administration & Document Governance

Maintains accurate records, transaction timelines, and customer data across multiple real estate software platforms (Follow Up Boss, AFrame, Disclosures.io, Glide, DocuSign, MLS, and Keller Williams Command).

Prepares, organizes, archives, and uploads listing agreements, property disclosures, and compliance documentation into central digital files.

Monitors task queues and CRM pipelines to ensure strict deadline compliance and eliminate operational oversights.

Process Improvement & Team Collaboration

Supports internal department members to maintain high service standards throughout the listing lifecycle.

Identifies opportunities to streamline administrative workflows, enhance organizational systems, and improve team SOPs.

Assists with initial listing setups, administrative tracking, and client updates to ensure a smooth, transparent seller experience.

Required Qualifications

Experience:

2+ years of administrative, operations, project coordination, or executive assistant experience (preferably supporting a US-based enterprise).

Language Skills:

Outstanding written and verbal English communication skills, equipped for professional, client-focused interaction.

Organizational Mastery:

Exceptional time management, detail orientation, and multi-tasking abilities with a history of tracking multi-step projects independently.

Tech Adaptability:

High comfort level learning and managing complex real estate and workspace software (Google Workspace, Slack, Canva, CRMs, and document platforms).

Remote Workspace:

Reliable high-speed internet, dedicated quiet home office setup, computer, webcam, and headset.

Schedule Availability:

Full availability to work Monday through Friday during US Pacific Time (PST) business hours.

Preferred Qualifications

Prior real estate administrative, listing management, or transaction coordination experience.

Experience using real estate CRM and transaction platforms such as Follow Up Boss, Disclosures.io, Glide, DocuSign, or local MLS platforms.

Proven track record coordinating external vendors, complex scheduling, and multiple concurrent projects.

Benefits

Co