Administrative Assistant

We are seeking a highly organized and detail-oriented Real Estate Administrator to manage administrative tasks, coordinate real estate transactions, and ensure the smooth operation of our real estate office. The ideal candidate will have experience in real estate administration, excellent communication skills, and proficiency in CRM and property management software.

Key Responsibilities:

Administrative Support:

• Manage and maintain real estate files, contracts, and documents.
• Coordinate and schedule meetings, property viewings, and client appointments.
• Prepare and process real estate forms, agreements, and contracts.
• Maintain and update databases, property listings, and CRM systems.
• Handle incoming inquiries from clients, tenants, and vendors.

Transaction Coordination:

• Assist in preparing and submitting real estate transaction documents.
• Track and monitor the progress of real estate deals, ensuring all paperwork is complete.
• Coordinate with agents, clients, and legal teams to facilitate smooth transactions.
• Ensure compliance with local real estate regulations and company policies.

Property Management Support:

• Assist in lease administration, including tracking lease expirations and renewals.
• Communicate with tenants regarding maintenance requests and rent payments.
• Coordinate with vendors and contractors for property maintenance and repairs.

Marketing and Listings Management:

• Update property listings on company websites, CRM, and real estate platforms.
• Assist in creating marketing materials, brochures, and social media content.
• Coordinate open houses, property showings, and promotional events.

Financial and Reporting Duties:

• Assist in managing invoices, processing payments, and tracking expenses.
• Generate reports on property performance, transactions, and administrative activities.
• Maintain records of commissions, sales reports, and agent performance.

Qualifications & Skills:

• Bachelor’s degree in Business Administration, Real Estate, or a related field (preferred).
• Previous experience in real estate administration, property management, or a related role.
• Strong knowledge of real estate processes, documentation, and CRM systems.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and real estate software.
• Ability to work independently and support multiple agents or teams.

Preferred Qualifications:

• Experience with real estate CRMs (Salesforce, Property Finder, or similar platforms).
• Knowledge of real estate regulations and compliance requirements.
• Basic financial and accounting knowledge related to real estate transactions.