Client Portal Specialist (CRE) — Daily Sync, Data Integrity, Client-Ready Display (10 hrs/week)

Overview I’m hiring a detail-obsessed operator to own ScoutSpace execution: daily updates, attachments, visual cleanup, and system alignment. Your work must be clean enough that broker review takes under 5 minutes and clients see a professional, accurate portal every day. Hours: ~10 hours/week (consistent daily cadence) Growth: opportunity for increased hours with additional responsibilities. Contract: Ongoing, long-term fit preferred Timezone: 3 - 5pm Central Time. What you will do (Scope) You will be responsible for ScoutSpace tasks tied to our operating system: 1) Daily Excel → ScoutSpace sync (non-negotiable) -Add all new properties from Excel into ScoutSpace -Update verified Base Rent / NNN / Availability (Excel is source of truth) -Upload latest flyer(s) and add available photos -Update property notes when needed -Confirm the ScoutSpace client “Share View” is clean and accurate 2) Group alignment (Status control rules) -Excel uses Status (I / M / NI). ScoutSpace uses Groups (Interested / Maybe / Not Interested). -You update ScoutSpace Groups only after I change Status in Excel. You never change Status. 3) Presentation standards (client-facing quality) -Green / Interested: full prep (flyer, clean photos, floor plan if available, descriptions, verified data; zoning confirmation only when applicable) -Blue / Short List: Client can drive by the property -Yellow / Maybe: flyer + at least one clean representative photo -Red / Not Interested: remain visible; minimal updates; never delete for “cleanliness” 4) Documentation discipline (audit trail mindset) -If it happened today, it must exist in the property folder (flyers, email threads saved as PDFs, plans/photos). -You will verify attachments and ensure ScoutSpace reflects what’s documented. What you will NOT do -No negotiating, no client advice, no “guessing,” no making up values. -No changing property Status—only I set Status. -No zoning interpretation; you only enter confirmed information when provided through the defined workflow. Tools you must be comfortable with -Web portals (ScoutSpace-style UI work, file uploads, organizing records) -Excel (reading and matching fields; Excel is the source of truth) . You will upload multiple Excel spreadsheets into ScouotSpace daily and clean up online records. -Dropbox file hygiene (finding correct flyer/docs quickly; understanding audit trail expectations) -Clear written updates (short daily “sync complete / exceptions” notes) Performance standards (how you’ll be measured) -Zero mismatches between Excel and ScoutSpace (critical error if the client sees outdated or incorrect info) -Daily sync completion (every workday) -Correct attachments (latest flyer visible; photos not cluttered; Share View looks professional) -Fast correction cycle when an issue is flagged (same-day fixes) Ideal candidate -Extremely detail-oriented; you enjoy checklists and repeatable workflows -Comfortable working inside structured rules and not “improvising” process -Good judgment on presentation (clean photos, removing junk uploads, professional client view) -Reliable daily cadence and strong follow-through To apply (required) -Please include the following in your proposal: -A short paragraph describing your experience with client-facing portals (CRM, listing platforms, dashboards, Airtable/Notion/other systems are fine). -Your approach to ensuring two systems match perfectly (how you prevent mismatches). -Confirm availability for ~10 hours/week and that you can complete a daily sync between 3 - 5pm Central Time. -Answer this: What steps would you run daily to ensure the client Share View is clean and accurate? (bullet list) Optional (preferred): -A screenshot or short Loom-style explanation of a system you managed where data accuracy mattered. Test task (shortlisted candidates) -You’ll complete a small test: update a short list of properties in a sample ScoutSpace survey to match a provided Excel snapshot, attach flyers, clean the Share View, and report exceptions. How we work -You’ll receive a checklist and standards. You execute the same way every day. -I value accuracy, documentation, and consistency over speed. Apply tot his job Apply To this Job