Virtual Assistant – CRM & Database Management (Real Estate)

Position Overview We are seeking a highly organised and detail-oriented Virtual Assistant to manage and maintain our CRM system (LockedOn) within a fast-paced real estate environment. In this role, you will be working directly with one agent, managing and optimising their personal database to support prospecting, marketing, and sales performance. This is not a basic data entry role. This is a personal, high-trust position where you will work very closely with the agent, becoming an extension of their business and playing a key role in driving results. Key Responsibilities CRM & Database Management Maintain and update all client records within LockedOn CRM Ensure all contacts are correctly categorised (buyers, sellers, landlords, investors) Tag and segment database (hot, warm, cold leads) Clean and organise database to ensure accuracy and usability Call List & Prospecting Support Create daily and weekly call lists (hit lists) for prospecting Identify priority contacts such as past appraisals, warm leads, and follow-ups Prepare structured lists aligned with prospecting goals (e.g. Magic 75) Communication & Campaign Support Send bulk email s to database (newsletters, updates, campaigns) Send SMS campaigns and individual follow-up text messages Upload and distribute marketing materials to the database Ensure all communications are logged within the CRM Contact Updates & Follow-Ups Update notes after calls and interactions (based on agent input) Set and manage follow-up reminders and tasks Track client activity and ensure no leads are missed Data Processing & Lead Management Input new leads into CRM promptly and accurately Manage buyer matching processes and update buyer requirements Assist in preparing database segments for new listings and campaigns Skills & Experience Required Experience using CRM systems (LockedOn experience highly preferred) Strong attention to detail and data accuracy Excellent organisational and time management skills Ability to follow structured processes and systems Strong written communication skills (for email s and SMS) Real estate experience is highly desirable Key Attributes Proactive and reliable High level of accountability Able to work independently and meet deadlines Strong communication skills and ability to work closely with an agent Strong understanding of confidentiality and data handling What Success Looks Like in This Role A clean, well-organised and segmented CRM Consistent and effective communication with the database Daily call lists prepared and aligned with business goals No missed follow-ups or lost opportunities Strong alignment with the agent’s workflow and prospecting strategy Additional Notes You will be working closely with one agent, becoming an integral part of their day-to-day operations. This is a hands-on, collaborative role where your contribution will directly impact listings, client relationships, and overall performance.