Description

Job Description of Full-Time Administrative Assistant for Real Estate Company (Latin America):

Overview: The AI-Empowered Real Estate Virtual Administrative Assistant will play a critical role in supporting the daily operations of a leading commercial real estate investment firm. This position involves handling diverse administrative, customer service, lead generation, and CRM management tasks. The ideal candidate is proactive, highly organized, and skilled in communication, using both traditional and AI-driven tools to improve workflow, enhance client relations, and contribute to business growth. This is a unique opportunity to work in a fast-paced, tech-forward environment within the real estate sector.

Responsibilities:

1. General Administrative Tasks

• Manage and update spreadsheets with accurate information.

• Create PowerPoint and Google Slide presentations as needed.

• Organize online documents, rename, label, and maintain proper file management.

• Take detailed notes during team/client meetings and organize meeting minutes.

• Generate reports based on provided data and ensure data accuracy.

• Safeguard all company data, ensuring confidentiality and secure document handling.

• Assist the owner with business-related tasks as directed.

• Answer and screen phone calls professionally.

• Manage and prioritize email, including organizing, filtering, and archiving messages.

• Schedule personal and business appointments, manage calendar entries, and set reminders.

• Pre-screen potential clients to ensure alignment with company services.

• Provide the owner with key information about potential clients for review.

2. CRM & Data Management

• Organize and maintain client databases, ensuring accurate and up-to-date entries.

• Add new clients and update existing client records in the CRM system.

• Track, categorize, and manage client follow-ups within the CRM.

• Assign and monitor lead statuses to support the sales process.

• Send reminders to clients for important deadlines and meetings.

• Tag, label, and categorize customer data to facilitate personalized outreach.

• Import/export data for reporting and analysis purposes as needed.

• Generate performance reports to track sales metrics and customer trends.

• Ensure CRM data is integrated smoothly with other systems and tools.

• Automate routine CRM tasks and data entry where possible to improve efficiency.

• Regularly back up CRM data to prevent data loss.

3. Customer Service & Support

• Handle inbound and outbound calls using VOIP systems as provided by the company.

• Respond to client inquiries via phone, email, and social media with a professional, friendly demeanor.

• Identify and address customer concerns, technical issues, or questions about products and services.

• Educate customers on product features, services, and promotional offerings.

• Conduct follow-up calls to leads, vendors, and existing clients as needed.

• Organize and filter leads for follow-up, and report support issues in the CRM.

• Identify and promote additional services to customers as relevant.

4. Lead Follow-Up & Appointment Setting

• Create follow-up email templates and scripts for lead nurturing.

• Follow up with potential clients to address questions and book appointments or demos.

• Reconnect with prospects who missed appointments, encouraging rescheduling.

5. Calendar Management & Scheduling

• Manage and coordinate the owner’s calendar and email inbox.

• Set up online booking links for automatic scheduling and share with clients.

• Schedule and organize team and client meetings, confirming participant availability.

• Send reminders for appointments and important events.

Requirements:

• Fluent in English; Spanish is a plus. Strong communication skills for emails and calls, with a customer service focus.

• Self-starter with a proactive attitude, adaptable to new tasks and AI tools, and able to work independently.

• Supportive and approachable, with good judgment in client interactions and openness to feedback.

• Highly organized, detail-oriented, and skilled in time management, capable of handling multiple priorities in a fast-paced environment.

• Experience with Google Drive, Dropbox, and CRM systems (e.g., Salesforce); willing to learn new platforms.

Expertise and Skills Needed:

1. General Administrative Skills: Proficiency in updating spreadsheets, managing online documents, and creating presentations.

2. Customer Service: Strong ability to respond to client inquiries, manage follow-ups, and provide excellent support.

3. CRM Management: Experience with CRM systems for data entry, organization, and client tracking.

4. Communication Skills: Excellent verbal and written communication for drafting emails and making calls.

5. Calendar Management: Skills in scheduling appointments, managing calendars, and coordinating with multiple parties.

6. Project Management: Ability to organize tasks, set timelines, and meet deadlines effectively.

7. Technical Proficiency: Knowledge of Google Drive, Dropbox, and other relevant software tools.

8. Adaptability: Comfort with AI tools and the ability to work in a fast-paced, dynamic environment.

9. Attention to Detail: Strong focus on accuracy and thoroughness in all tasks.

10. Proactivity: Self-starter mentality, capable of working independently and finding solutions to challenges.