Job Description

YOUR ROLE AS A REAL ESTATE EXECUTIVE ASSISTANT

We are seeking a highly experienced and detail-oriented Real Estate Virtual Assistant with comprehensive knowledge of the US real estate market. In this role, you will be an integral part of our real estate operations — managing complex transactions, overseeing escrow processes, and serving as a reliable point of coordination between all parties involved in a deal. You thrive in a fast-paced environment, are proactive in managing timelines, and take pride in delivering seamless real estate experiences from contract to close.

As a Real Estate Executive Assistant, you will be expected to perform the following:

• Transaction Management
• Oversee end-to-end real estate transactions, ensuring all parties — buyers, sellers, agents, lenders, and title companies — are aligned and moving on schedule
• Monitor and manage transaction timelines, contingency deadlines, and closing dates with precision
• Prepare, review, and organize real estate contracts, purchase agreements, disclosures, and addenda
• Maintain accurate and up-to-date records in transaction management platforms such as Dotloop, Skyslope, or similar tools
• Flag potential issues early and proactively coordinate resolutions to keep deals on track
• Escrow & Closing Coordination
• Coordinate directly with escrow officers and title companies to facilitate smooth and timely closings
• Prepare and track escrow instructions, earnest money deposits, closing disclosures, and settlement statements
• Ensure all required documentation is submitted accurately and within deadlines
• Follow up on outstanding items, signatures, and approvals throughout the escrow process
• Assist in post-closing tasks including file archiving and final documentation distribution
• Listings & Market Research
• Create, manage, and update MLS listings with accurate property details, photos, and descriptions
• Conduct comparative market analysis (CMA) and provide relevant insights on US real estate market trends
• Research property data, neighborhood statistics, and competitive listings to support agents and brokers
• Monitor market activity and flag relevant changes that may impact ongoing or upcoming transactions
• Client & Stakeholder Communication
• Serve as a professional point of contact for clients, agents, lenders, and other stakeholders throughout the transaction
• Draft and send regular transaction updates, follow-up emails, and status reports
• Schedule appointments, property showings, inspections, and walkthroughs
• Manage and maintain CRM platforms to ensure all contacts, notes, and communications are current
• Administrative Support
• Provide day-to-day administrative support to real estate agents or brokerages
• Organize and maintain digital filing systems for all transaction and client documents
• Assist with social media content, email campaigns, or marketing materials as needed
• Track agent productivity, deal pipelines, and reporting dashboards

Requirements

As a minimum, we expect candidates to meet the following requirements:

• Minimum 2-3 years of experience as a Real Estate VA, Transaction Coordinator, or in a similar real estate operations role
• Deep and demonstrated knowledge of the US real estate market, terminology, and transaction processes
• Proven hands-on experience managing escrow transactions and coordinating real estate closings
• Proficiency with real estate platforms such as MLS, Dotloop, Skyslope, Zipforms, or equivalent tools
• Strong working knowledge of CRM platforms (e.g., Follow Up Boss, Salesforce, HubSpot) and Google Workspace / Microsoft 365
• Exceptional attention to detail, organizational skills, and the ability to manage multiple transactions simultaneously
• Excellent written and verbal English communication skills — able to correspond professionally with US-based clients and stakeholders
• Highly self-motivated and capable of working independently in a fully remote setup, aligned with US time zones

Nice to Have

• Direct experience supporting US-based real estate agents, teams, or brokerages
• Background in title, escrow, or mortgage processing
• Familiarity with state-specific real estate laws, disclosures, and compliance requirements
• Experience with real estate marketing tools, IDX platforms, or property management software
• Knowledge of investment properties, short sales, or REO transactions

Benefits

At MySigrid, we aim to ensure the professional and personal growth of all our employees:

• Two weeks of paid training.

• Vacation leave and Sick leave credits.
• HMO Package for the employee and two dependents.
• Reimbursable internet charges.
• Comprehensive training and continuous learning advantages.
• Opportunity to contribute to new technology and help develop a high-end system that assists humans by optimizing their work processes.
• High importance to work-life balance with the opportunity to work from home part of the week.
• Opportunity to venture into other areas of the business as you continue to contribute to the growth of the company.
• Be part of a dynamic team of specialists who openly and willingly share their knowledge with their colleagues.
• Work in a corporate culture that encourages collaboration, with an emphasis on our core values: Integrity, Passion, Teamwork and Respect, Proactiveness, Accountability, and Determination.

Co-Working days

MySigrid has co-working offices in BGC, Ortigas, and Makati where the whole team meets once a month at a minimum.