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!