đź“Ś Job Title: Listing Management Specialist (Real Estate VA)
Work Type: Remote
You’re the engine behind every successful listing.
From the moment a property is signed… to the moment an offer is accepted—you own the process. Clean systems. Clear communication. Zero missed details.
This is a high-responsibility, detail-driven role where you manage multiple listings at once and keep everything running smoothly behind the scenes.
No client calls. No negotiations. Just execution at a high level.
If you love checklists, systems, and getting things DONE—this role is for you.
- Heartland MLS (HMLS)
- Dotloop
- BrokerBay
- Follow Up Boss (FUB)
- Google Drive & Google Calendar
- Canva
- Supra
- Brivity
- Achosa (Home Warranty Portal)
- Handwrytten
- Social Media Platforms (Facebook, Instagram, LinkedIn)
- Create and organize seller folders in Google Drive
- Set up and manage files in Dotloop
- Enter listing details into CRM (FUB)
- Input property into MLS as “Coming Soon”
- Upload required documents and photos
- Send initial emails to client and internal team
- Design presentation materials using Canva
- Prepare documents and reports for listing appointments
- Research property details (tax, history, prior listings)
- Schedule appointments and send follow-ups
- Schedule staging, photography, and marketing delivery
- Coordinate lockbox, signage, and access details
- Order home warranty and upload invoices
- Communicate clearly with vendors and clients via email
- Upload and organize listing photos (best-first order)
- Write public and private listing remarks
- Ensure all documents and disclosures are complete
- Set up showing instructions via BrokerBay
- Perform final quality check before going live
- Activate and manage listings in MLS
- Update CRM status and listing data
- Monitor showings and collect feedback daily
- Send updates and analytics reports
- Maintain social media marketing and boosts
- Handle price updates and listing changes
- Schedule and prepare open house events
- Create sign-in forms and marketing materials
- Provide clear instructions to agents
- Promote open houses on social media
- Organize incoming offers in Dotloop and Google Drive
- Track and update all offers in a spreadsheet
- Prepare files for handoff after acceptance
- Prepare cancellation paperwork
- Remove listings from MLS and websites
- Coordinate sign and lockbox removal
- Update listing status online
- Remove marketing materials
- Coordinate final property logistics
- Tasks completed quickly and accurately (same-day priority)
- Zero MLS errors
- Clean, complete, and organized files
- Smooth handoff after offer acceptance
- Strong attention to detail across multiple listings
We sometimes ask for flexible support on related tasks, but nothing outside your skill set—and always with clear communication.
Please answer the questions below to be considered:
- Tell me about a time when you faced a major setback while working remotely. How did you manage it and what was the outcome?
- Give me an example of a situation where you had to solve a work-related problem with very limited tools or support. What did you do?
- What does success look like to you in your role as a Virtual Assistant—and how do you measure it?