Description

ProtopVA Community is excited to present this new job opportunity for Full-Time Administrative Assistant for Real Estate Company (LATAM)

COMPANY INFORMATION:

A US-based commercial real estate investment firm specializing in acquiring and managing high-value properties across various sectors.

OPPORTUNITIES OFFERED WITH THIS JOB:

• Opportunity to work alongside a detail-oriented team.

• Opportunity to be part of a US company

• Opportunity to work with a great team.

SCHEDULE AND PAY RATE:

• Schedule: Monday to Friday, 9:00 AM - 5:00 PM CST

• Time Zone: Central Standard Time

• Hours: 40 hours

• Languages Required: Fluent in English and Spanish

• Pay Rate: $9/hour

●Rates are dependent on your experience, determined by ProtopVA.●

Apply for this Job by submitting your proposal! To have your proposal considered, please CAREFULLY READ the following guidelines in THIS LINK. 

PROPOSALS WITH INCORRECT STRUCTURE WILL BE DISREGARDED.

*To join our telegram group and learn more about our open positions, click on this link (Latin America ): https://t.me/+QfiDlxFlLXAwNDAx

JOB DESCRIPTION

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 sharing with clients.

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

• Send reminders for appointments and important events.

Requirements:

• Fluent in English and Spanish. 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.