Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.
Client & Short Job Description:
Commercial real estate and investment company focused on $5-30M transactions. The company is looking for a sales and executive assistant to help with various tasks for one of their sales representatives. They focus a lot on purchasing self-storage facilities.
About 75% of the VA’s work will be focused on helping the sales rep with his work with the company, and the other 25% will be to help with other personal business tasks.
The sales rep has 7+ years of experience in the real estate industry, working with various real estate groups. The company he works with has been around for 8+ years, with a portfolio of $150 Million dollars worth of investments.
Software the client currently uses:
– Salesforce CRM
– Asana for project management
Job Highlights: Why should you apply?
– Opportunity to work alongside one of the main sales reps of the company
– Great opportunity to join a team with vast experience in the industry
DEADLINE TO APPLY: You must apply by Tuesday, June 15th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Thursday, June 17th, 2021.
Tasks required for the job
Main Tasks
1. Executive Assistant Tasks
– Email management, prioritization, and labeling
– Coordinating travel plans (booking flights, hotels, etc)
– Scheduling and calendar management, as needed for
– Simple expense reporting
– Other executive assistant tasks
2. Manage CRM & Data Entry
– REQUIRED: Must know how to use/manage a CRM, any of them. Yet, the company uses Salesforce.com as its main CRM. Training for Salesforce will be provided.
– The company has customized Salesforce to their specific needs.
– A VA with prior Salesforce experience would be ideal, but not required. Yet, experience with cross-referencing information from the CRM to other data would be great
– Importing/Exporting info about all projects the company manages for each property database
– Knowing how to filter data on Excel, and other intermediate data management experience
– Looking for a VA who is VERY interested in learning how to use Salesforce.com
– Help the company organize, clean, update, and maintain the client’s database
– Maintain all of the communications and client data up-to-date
– Add contacts, new clients & update existing ones into the CRM system
– Verify and update the contact’s info. Get missing emails or addresses
– Keep track of tasks using Trello or any other project management tool
– Export, consolidate, and gather data from different platforms like Trello, Facebook, FollowUpBoss, and others and manually save them
– Collect leads from different sources and put all the leads contacts in a single database or CRM sales pipeline
– If a CTE (commitment to excellence) system spreadsheet exists, add deals to it
– Update timeline information, commission, closing date, and sale price information into deal notes
– Get an inspection and appraisal dates filled into CTE
Secondary Tasks (Must also be included in your proposal)
3. Lead Generation & List Building
– Company already has a process for the VA to follow in order to generate and gather new leads
– The company also has tools, resources, and services they use to get such information
– Training will be provided as needed, to teach the VA how to do this
– No previous experience in this is required.
– The VA will focus on researching info on self-storage properties
– The VA uses Salesforce as their main CRM.
– Help to find local businesses by doing online research
– Build Excel/Google sheets with basic contact info
– Sort list that can be turned into a CSV file to upload on any CRM or email software
– Reach out to law offices that do real estate transactions who may be interested in partnering
– Reach out to title insurance companies who may be interested in partnering
4. Calendar Management & Appointment Setting
– Manual calendar management & booking
– Manage client/owner emails and their calendar
– Set-up automatic bookings online, and share booking link with lead/clients as needed
– Help leads to book calls with real estate agents using booking systems like Calendly or manually.
– Review the calendar and find out about availability to set calls or appointments with team leaders
– Send a calendar invite to both realtors and leads/clients
– Set appointments with corporate/investment banking and capital investors for introductions in real estate and other fields
– Set calls or appointments with acquisition experts
– Update all dates and pertinent info into software custom fields like FUB (Followupboss.com)
5. Other General Admin Tasks
– Perform clerical work and general admin tasks related to real estate
– Filling out property information sheets
– The VA should help create “Letters of intent” and “Purchase contract” drafts, using a template that the company already has in use.
– Transferring info from one document to another
– Other general admin work, as needed
Requirements:
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
This client is also looking for these requirements:
Ideal Requirements
A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively; Must have a great memory, be able to remember clients and/or follow scripts.; Super empathetic, energetic, and understand the client’s need.; Ideally looking for someone super friendly, cool, and interesting.
B) Creativity & Proactiveness
Self-starter, proactive and innovative.; Someone who can work independently, resourceful to find things on their own.; Take ownership, have a great attitude to get things done.; A creative person, and creative thinker, to be able to solve problems.
C) People & Relationship
Easy to speak with and a good listener.; Supportive, and always be willing to help.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.; Must be able to have the great judgment of situations, to decide how/when to act accordingly.
D) Work Load & Stress Management
Project management experience, good at setting timelines, deadlines and fulfilling expectations.; Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.; Great multi-tasker, able to prioritize, and have great time management skills.
E) Technology & Software
– Experience in managing tasks or project management tools.
– Should have experience using a CRM like Salesforce or other.
– Knowledge of Asana for workflow and task management a plus.
F) Industry Specific
– Have self-motivation rather than experience.
– Ability to connect with multiple types of people, very wealthy people, etc.
Additional Ideal Requirements (Not required)
– Experience researching property records, including address, size, and ownership details.
Work Details:
-Schedule: Monday-Friday, 3 hours/day. 1 pm to 4 pm Mountain time
-Hours: 15 hours/week
