Real Estate Operations Jobs in Florida

AI Automation & Operations Assistant — Real Estate / Executive Support

Location: Miami Beach, FL 33140 — Remote/Hybrid, with occasional in-person availability required

Schedule: Part-time to start, with potential to expand

Industry: Real Estate / Property Investment / Business Operations

Coastal Property Advisors is a boutique real estate brokerage and advisory firm operating across New York City, Miami, Los Angeles, and Palm Springs. We are looking for a highly organized, tech-forward assistant who can help us build a more automated business while also handling the human administrative and operational tasks that AI cannot reliably complete on its own.

This is not a traditional virtual assistant position.

We are specifically looking for someone who has hands-on experience using AI tools such as ChatGPT, Claude, Claude CoWork, AI agents, workflow automation tools, and integrations to streamline business processes.

The ideal candidate understands how to look at an existing manual workflow and ask:

“How can we automate 70–90% of this?”

You should be comfortable building and improving systems, testing AI workflows, documenting processes, and then personally handling the tasks that still require judgment, follow-up, communication, or a human touch.

Although much of the work can be performed remotely, you must be based in the Miami area and available to meet in person occasionally on demand when needed.

PRIMARY RESPONSIBILITIES

AI Automation & Business Systems

Help design, build, test, and maintain AI-powered workflows for the business.

Examples may include:

• Building workflows using ChatGPT, Claude, Claude CoWork, and other AI platforms
• Creating specialized AI agents for different business functions
• Automating repetitive administrative processes
• Developing AI-assisted email and inbox management workflows
• Automating lead follow-up and CRM processes
• Building workflows connecting email, CRM, spreadsheets, calendars, cloud storage, and other platforms
• Creating reusable prompts, templates, instructions, and AI skills
• Documenting processes and creating SOPs
• Testing AI outputs and identifying errors or opportunities for improvement
• Researching new AI tools and determining whether they can improve existing workflows
• Helping transition manual workflows into scalable automated systems

Experience with tools such as Zapier, Make, n8n, APIs, MCP/connectors, or similar automation platforms is highly desirable.

You do not necessarily need to be a software developer, but you should be comfortable understanding how different applications connect and learning new technology quickly.

REAL ESTATE OPERATIONS

Assist with day-to-day operations for a boutique real estate brokerage and investment business.

Responsibilities may include:

• Managing and updating CRM records
• Organizing and following up with leads
• Coordinating property showings and appointments
• Communicating with listing agents, buyers, sellers, landlords, tenants, vendors, and other parties
• Following up on outstanding documents or requests
• Assisting with listing preparation and marketing
• Drafting and updating listing information
• Researching properties, comparable listings, rents, and market information
• Organizing transaction and property documents
• Coordinating photographers, contractors, cleaners, property managers, and other vendors
• Maintaining organized digital files and transaction records
• Monitoring outstanding tasks and ensuring follow-up is completed

Real estate experience is strongly preferred, particularly experience working with residential brokerage, property management, transaction coordination, or real estate CRM systems.

A real estate license is not required at the time of hire. However, the successful candidate will be expected to obtain a Florida real estate license within the first six months of joining the company so they can take on a broader range of real estate-related responsibilities as the role develops.

MARKETING & CONTENT SUPPORT

Assist with the execution of marketing campaigns across the company's real estate markets.

Responsibilities may include:

• Creating and scheduling social media content
• Using AI to generate initial drafts of marketing copy
• Creating or editing graphics in Canva or Adobe Express
• Editing basic video content or Reels
• Maintaining content calendars
• Preparing property flyers, brochures, newsletters, and email campaigns
• Posting listings and marketing materials across relevant platforms
• Updating website content
• Monitoring engagement and basic marketing performance
• Repurposing property and market content across Instagram, Facebook, LinkedIn, and other channels

EXECUTIVE & PERSONAL ADMINISTRATIVE SUPPORT

The role will also include selective executive and personal administrative tasks.

Examples include:

• Calendar management and scheduling
• Organizing meetings and appointments
• Travel and reservation research
• Vendor and service-provider research
• Managing reminders and follow-up tasks
• Organizing digital files and documents
• Handling routine administrative correspondence
• Researching products, services, vendors, and solutions
• Coordinating personal appointments or logistics when needed

TOOLS YOU SHOULD BE COMFORTABLE WITH

Experience with several of the following is preferred:

• ChatGPT
• Claude / Claude CoWork
• AI agents and workflow automation
• Zapier, Make, n8n, or similar automation tools
• Microsoft 365
• Outlook
• Excel
• Word
• Google Workspace
• Lofty CRM or another real estate CRM
• MLS systems
• Canva
• Adobe Express
• GoDaddy
• Dropbox / OneDrive / SharePoint
• DocuSign or similar electronic-signature platforms
• Instagram, Facebook, LinkedIn, and other social platforms

You are not expected to already know every platform. More important is the ability to learn systems quickly and figure out how they can work together.

WHO WE ARE LOOKING FOR

The ideal candidate is:

• Extremely organized
• Comfortable working independently
• Naturally curious about AI and automation
• Experienced using ChatGPT and Claude for actual business workflows—not simply casual prompting
• Able to identify repetitive work that should be automated
• Comfortable troubleshooting technology
• Resourceful and willing to research solutions independently
• Strong with written English and professional communication
• Reliable with follow-up
• Detail-oriented
• Comfortable speaking with clients, agents, vendors, and service providers
• Able to distinguish between tasks that should be automated and situations that require human judgment
• Comfortable working in a rapidly evolving environment where processes will continually improve
• Willing and able to obtain a Florida real estate license within six months if not already licensed

We value someone who sees a repetitive 20-step task and immediately starts thinking about how to turn it into a 3-step workflow.

IDEAL BACKGROUND

Strong candidates may have previous experience as:

• AI Automation Specialist
• Executive Assistant
• Operations Assistant
• Real Estate Virtual Assistant
• Real Estate Operations Coordinator
• Transaction Coordinator
• Marketing Assistant
• No-Code Automation Specialist
• Startup Operations Assistant
• Executive Operations Coordinator

A combination of AI/automation experience and strong administrative skills is more important than having a specific job title.

LOCATION REQUIREMENT

You must live in the Miami / Miami Beach / South Florida area.

The position will primarily be remote, but occasional in-person meetings, projects, property-related tasks, or business errands may be required on demand.

Candidates located outside South Florida will not be considered.

WHAT SUCCESS LOOKS LIKE

Within the first several months, the successful candidate should help us:

• Reduce repetitive manual administrative work
• Build reliable AI-powered workflows
• Improve organization across email, CRM, files, and business systems
• Create clear SOPs for recurring processes
• Improve lead and client follow-up
• Improve consistency of real estate marketing
• Reduce the amount of administrative work requiring the broker's direct involvement
• Develop an operating system where AI performs much of the repetitive work and the assistant handles execution, quality control, communication, and exceptions
• Become licensed in Florida within six months, if not already licensed

TO APPLY

Please include a short introduction explaining your experience with AI and automation.

Most importantly, provide 2–3 specific examples of workflows you have personally built or automated using ChatGPT, Claude / Claude CoWork, Zapier, Make, n8n, APIs, AI agents, or similar tools.

For each example, briefly explain:

1. What the manual process was

2. How you automated it

3. Which tools you used

4. What still required human involvement

Please do not simply state that you are “proficient in ChatGPT.” We are looking for someone who has actually used AI and automation to improve real business workflows.

Pay: $30,000.00 - $60,000.00 per year

Benefits:

• Flexible schedule
• Professional development assistance

Work Location: Hybrid remote in Miami Beach, FL 33140