Bilingual Real Estate Executive Assistant

Bilingual Real Estate Executive Assistant (Remote)
Location: Remote
Salary: MXN 21,400 +Bonuses
Benefits: 10 days PTO, Annual Appraisal, Career Growth Opportunities, Healthcare Benefits
Schedule: U.S. Hours
About the Role
SmartScale360 is looking for a highly organized, high-energy, and proactive Bilingual Real Estate Executive Assistant to support a fast-paced luxury real estate business.
This role requires fluency in English and Spanish, with strong communication skills to support clients from diverse backgrounds, including Spanish-speaking markets (e.g., Mexican, Argentinian, Colombian clients).
You will manage calendars, email communications, contracts, listings, transactions, and overall business operations. This is a high-intensity, high-accountability, and high-performance role suited for someone who is motivated, detail-oriented, and thrives in a fast-moving environment.
Key Responsibilities
Manage executive calendars, scheduling, appointments, showings, and daily priorities
Handle email and communication management, ensuring timely and professional responses
Support end-to-end transaction coordination tasks, including contracts, disclosures, timelines, and compliance documentation (must have strong working knowledge)
Write and prepare contracts, pre-listing packets, and listing agreements with clear, professional language
Coordinate listings, MLS updates, and heavy listing activities (including Palm Beach Island MLS exposure)
Support business development efforts including generating leads, bringing/signing listing agreements, and assisting with client acquisition
Maintain CRM systems, lead tracking, and database updates
Coordinate with clients, agents, lenders, title companies, and other stakeholders
Monitor transaction timelines and ensure all milestones are tracked and properly executed
Support marketing coordination, reports, presentations, and operational documentation
Maintain structured SOPs and help streamline internal processes
Ensure accuracy, compliance, and completeness of all real estate documents
Tools & Systems
CRM platforms (Go High Level required experience preferred; also Follow Up Boss, Salesforce, HubSpot, KVCORE, etc.)
Transaction management tools (DocuSign, AppFiles, Dotloop, SkySlope, or similar legal/document systems)
MLS platforms (including luxury and high-volume listing systems)
Communication tools (Slack, Zoom, Google Workspace, Microsoft Office)
Project management tools (Asana, Trello, Monday.com, ClickUp)
Ideal Candidate
Fluent in English and Spanish (clear, professional communication required)
High-energy, motivated, and a true “go-getter”
Strong customer service mindset with high-touch client experience
Confident working in a fast-paced, high-intensity environment
Highly organized, detail-oriented, and accountable
Able to adapt quickly to schedule changes and shifting priorities
Proactive problem-solver who can work independently and take initiative
Strong presentation and communication skills
Receptive to feedback and focused on continuous improvement
Comfortable working with legal, financial, and compliance-related documents
Experience working with or supporting attorneys or legal professionals is a strong plus
Able to generate business, support listings, and assist in closing deals
Required Qualifications
Minimum 2+ years experience as an Executive Assistant, Real Estate Assistant, Transaction Coordinator, or similar role
Experience supporting a luxury real estate broker or high-volume real estate team
Proven experience in contract writing, transaction coordination, and listing management
Strong CRM experience (Go High Level strongly preferred)
Experience with MLS platforms and real estate documentation systems
Excellent organizational and multitasking abilities
Proficiency in Google Workspace or Microsoft Office Suite
Bachelor’s degree is required
Reliable remote work setup with strong internet connection and backup options
Access to a smartphone for communication and coordination task
Nice to Have
Experience in Palm Beach luxury real estate market
Background working with legal professionals (e.g., law firm experience)
Experience in lead generation or sales support roles
Familiarity with AppFiles or similar document management systems
Experience in high-end client service or concierge-level support
Strong ability to help streamline SOPs and operational workflows
Work-From-Home Requirements
Device: Intel i5 processor + 8 GB RAM minimum
Internet: At least 100 Mbps stable connection
Backup device, internet connection, and power supply required
Why Join SmartScale360?
Join a supportive team, grow your career, and play a key role in ensuring patients receive the care they need.
Apply now and help us make home care seamless for U.S. clients!