Real Estate Operations Assistant | WFH

Work-From-Home (CS Everywhere) - A work setup with unlimited access to the office and combined the flexibility and cost savings that comes with working from world-class offices.

We are looking for a dependable, proactive assistant to help run the day-to-day operations of a real estate business. The role includes preparing listings, organizing property and client information, handling routine paperwork and follow-up, supporting rental listings, producing marketing content, and keeping CRM and task lists current.

We use written procedures, checklists, templates, and AI tools. Some processes are still being improved, so we need someone who can follow existing instructions, spot what’s missing, and help document better ways to handle recurring work.

The goal is for this person to take ownership of routine administrative work and keep things moving when we are busy or traveling. We will continue to handle pricing decisions, negotiations, real estate advice, contract interpretation, and other licensed decisions.

What you’ll do

Listing preparation and support

• Organize seller information, property details, photos, and supporting documents.
• Prepare MLS data-entry drafts and listing materials from verified information and my instructions.
• Coordinate photography, photo editing, floor plans, approved virtual staging, and other listing vendors.
• Prepare marketing materials and listing descriptions for my review.
• Set up showing services, maintain launch checklists, and prepare showing activity and feedback summaries.
• Complete approved listing updates and flag missing information or potential issues.

Rental listing support

• Organize landlord and property information, photos, and records.
• Prepare rental listing drafts and approved updates for MLS and other platforms.
• Handle routine administrative messages using approved information and scripts.
• Track application materials and signature requests, and route substantive rental questions or decisions to me.

Documents and transaction administration

• Keep records organized in Jointly, All City’s back office, Google Drive, Dropbox, and other approved systems.
• Prepare document packages using forms and information I specifically direct.
• Send approved signature requests and track their status.
• Maintain broker-approved administrative task lists and flag missing documents, delays, and upcoming dates.
• Request authorized documents or factual status updates from clients, title companies, lenders, HOAs, and vendors.

CRM and research

• Keep contact information, notes, and assigned follow-up tasks current in my ChatGPT-connected CRM.
• Prepare prioritized follow-up lists and draft messages for my review.
• Gather property facts and comparable-market materials for my review. I make the pricing recommendations.

Marketing and AI tools

• Edit short videos and create graphics, newsletters, social posts, and other marketing materials.
• Use Canva, HeyGen, a video editor, a social media posting tool, and ChatGPT.
• Write useful AI prompts, check AI output against reliable information, and protect client privacy.
• Schedule content after approval and maintain an organized content calendar and asset library.

Routine communication and travel coverage

• Use a dedicated business email account and a U.S. phone and text line through Quo.
• Handle routine administrative calls and messages, take accurate notes, and document next steps.
• Use approved information to answer routine questions and route matters needing my judgment to me or a designated licensed backup.
• Follow an agreed coverage plan when I’m traveling. This role does not require continuous, unplanned after-hours availability.

Qualifications

• Strong written and spoken English and a professional phone manner.
• Good organization, accuracy, follow-through, and the ability to manage several open tasks.
• Comfort learning software and following written procedures.
• Practical ChatGPT skills, including writing prompts and checking AI-generated work.
• Reliable internet, suitable equipment, and a quiet place for calls.
• Experience with U.S. residential real estate, listing support, rentals, MLS systems, transaction administration, or marketing is helpful. Experience with every tool isn’t required.

Judgment and approvals

The assistant should be comfortable owning routine, approved workflows and raising questions when information is missing or something falls outside the instructions. Pricing, negotiations, advice, contract interpretation, document selection, and other licensed decisions stay with me or an authorized license holder. The exact duties involving forms, contract dates, and transaction coordination will follow All City’s written guidance and applicable Texas requirements.

First 90 days

• First month: Learn the systems, procedures, communication style, and escalation process; complete assigned work with close review.
• By 60 days: Handle recurring workflows reliably, prepare materials that are ready for my review, and keep open items visible.
• By 90 days: Own the agreed administrative workflows, follow up without repeated reminders, flag problems early, and help improve our checklists and procedures.

Success means accurate work, consistent follow-through, clear updates, and fewer routine tasks requiring my personal attention.

Perks and benefits

Become part of the Employee Share Units program

Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.

Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment

Endless opportunities for career advancement

In-house psychiatrist available to support employees' well-being

International career growth and connections

Mental Wellness Employee Assistance program through Lifeworks

Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues

Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled

Superb and exciting Mid-Year Parties - with items to give away and cash prizes!

Unlimited cash incentives for hired referrals

We set you up for success with a company-provided PC/Laptop and fiber internet connection.