Job Description
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.
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