Operations & Systems Assistant — Real Estate | Training Provided
Company: Net Real Estate LLC
Location: Remote — based in Colombia
Hours: Full-time, 40 hours per week, Monday–Friday
Schedule: 8 a.m.–5 p.m. U.S. Eastern Time, with a one-hour lunch break. The schedule follows U.S. daylight saving time changes.
Compensation: Up to US$10 per hour, based on demonstrated skills and fit
About the opportunity
I’m Sander Scott, Broker/Owner of Net Real Estate, an independent real estate brokerage in Northern Michigan. I’m looking for a highly organized assistant who enjoys creating order, maintaining accurate information, and making sure important details receive consistent follow-through.
You will help manage the administrative work behind our listings and transactions. You will also organize the client information, property records, and communications that support our growing use of AI tools.
Previous real estate experience is not required. I welcome applicants from other industries who bring strong organizational habits, computer skills, and a fresh perspective. I will train you in our business, and you will also learn through courses, tutorials, and practical experience.
This is an opportunity to become a trusted member of a small team and take increasing ownership as your knowledge and confidence develop.
Your most important responsibility: organizing business information
We are building a system that connects each client with their communications, the properties they have viewed, bought, or sold, and the title companies, lenders, and vendors involved.
Your work will help our team and AI tools find reliable information, understand what has happened, and identify what needs attention.
You will:
- Clean and organize conversation records, notes, and transcripts captured through Follow Up Boss, Plaud, and our internal conversation log.
- Connect communications to the correct clients, properties, transactions, and business contacts.
- Maintain consistent names, dates, categories, and recordkeeping procedures.
- Identify decisions, commitments, follow-up tasks, responsible people, and unanswered questions.
- Preserve links to original information and flag conflicting or uncertain details before changing or combining records.
- Help develop and document information-management rules with me and the team, then apply them consistently.
If you naturally notice missing details, enjoy organizing scattered information, and take satisfaction in making records easy for someone else to use, this part of the role should appeal to you.
Transaction and listing administration
As you learn our procedures, you will take responsibility for agreed administrative tasks, including:
- Maintaining transaction checklists, tracking confirmed deadlines, and following up on outstanding documents.
- Organizing files and documents in Dotloop and identifying missing information or signatures.
- Entering and updating broker-approved listing information, photos, and documents in Paragon MLS through approved access.
- Keeping Follow Up Boss contacts, notes, activities, and tasks current.
- Scheduling approved showings through ShowingTime.
- Contacting title companies, lenders, and vendors by phone and email for scheduling, document requests, receipt confirmations, and status updates.
- Using Follow Up Boss for business calls and documenting the outcome and next action.
- Bringing approaching deadlines, discrepancies, and situations requiring a broker decision to my attention.
I will continue handling direct communication with clients and other real estate agents, along with negotiations, advice, and transaction decisions.
Learning and implementing systems
Ongoing learning is part of this position. You should be comfortable taking a course, understanding the material, and turning it into a useful process.
You will:
- Complete relevant Dotloop training and certifications and develop strong working knowledge of its administrative tools.
- Complete Glover U’s Systems of Real Estate course and help adapt and implement the agreed systems in our business.
- Complete Paragon MLS training and apply it to your assigned responsibilities.
- Learn additional tools and take other courses as the business develops.
- Recommend useful training opportunities and explain what you would implement.
- Turn what you learn into procedures, checklists, templates, and improvements that the team can use and maintain.
You will work alongside team members focused on website/content work and technical development. Coding experience is not required for this position.
What we’re looking for
- Strong organizational skills and a structured approach to work.
- Careful reading, accurate data entry, and the ability to spot inconsistencies.
- Professional spoken and written English for team communication and calls with business partners.
- Confidence using computers, email, documents, spreadsheets, and unfamiliar software.
- The ability to learn independently, apply instructions, and check your results.
- Consistent follow-through on routine tasks and outstanding requests.
- Good judgment about when to act and when to ask a question.
- Discretion with confidential information and care when using company-approved AI tools.
- Reliable availability during the agreed working hours, dependable internet, and a suitable computer and quiet calling environment.
Experience in administration, bookkeeping, records management, document control, research support, logistics, or similar work may be useful. Your demonstrated approach matters more than your previous job title.
How we will work together
I will train you directly, and questions are welcome as you learn. We will develop procedures and information-management rules together with the team.
Over time, the goal is for you to recognize familiar situations, complete agreed routine work proactively, and bring exceptions to me with the relevant information.
Success means transactions keep moving, records stay accurate, important follow-up happens, and I have more time to serve clients and grow the business.
How to apply
Please use examples you can share without revealing confidential information. The selection process may include a short practical organization exercise and a live interview in English, with exercise details provided in advance.
