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
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