Real Estate Administrative Assistant

Moreland Properties, Austin and the Texas Hill Country's premier real estate firm is seeking a part-time detail-oriented, proactive, and administrative and marketing-focused Real Estate Administrative Assistant at the office of Carolyn Vogel to support her day-to-day operations as well as those of additional agents on her team as needed.

The ideal candidate is driven and proactive, IT-savvy, and brings strong administrative, operational, and client service skills. This position requires a self-starter with excellent time management and prioritization skills, strong attention to detail and follow-up, and excellent computer experience and skills in Microsoft 365 and ability to use computer programs. This is an interactive position which works with vendors, real estate businesses, large networks of businesses, landowners, real estate clients and non-profits. Ability to manage and coordinate multiple business projects simultaneously.

Core Responsibilities

Business Metrics and Process Management:

• Manage all business metrics tracking, reporting, and implementation of corrective actions
• Identify process improvement opportunities and subsequent action plans, training, and communications (ongoing)
• Log/track all expenses (for client and business expenditures)
• Conduct monthly business reviews with lead agent and team members
• Perform administrative support tasks, as needed

Transaction & Listing Coordination

• Draft and proof real estate contracts, listing/buyer agreements, and amendments
• Schedule showings, buyer tours, and prep all MLS/background materials
• Learn and produce maps using LandID mapping platform
• Coordinate delivery of signs, lockboxes, flyers, etc for listing date. Coordinate pick up .
• Set up client searches in MLS for buyers and sellers
• Coordinate inspections, photographers, other vendors & obtain estimates as needed
• Submit listing info internally (Coming Soon, Just Listed, New Price, Sold)
• Maintain deal spreadsheets and track marketing expenses
• Prepare CMAs and market research
• Track all Supra and/or privately scheduled showings
• Contact showing agents for feedback and share with client(s)
• May assist with showing preparation (lights/pool fountains, etc.) ahead of Carolyn
• Ensure pristine detail consistency across all listing platforms and marketing materials
• Coordinate sellers disclosures, interface with title company

Marketing & Client Engagement

• Work with Moreland Marketing Department to assist in creating listing presentations, market analyses, and marketing proposals
• Edit and print Listing Books, Buyer Books, and Welcome Packets for clients
• Manage client/prospect drip campaigns and work with virtual assistant in Rechat
• Request and post client testimonials on website and review platforms
• Maintain Carolyns social media profiles and Google reviews
• Vendor coordination, such as but not limited to photoshoots and video filming
• Social media management
• Assist with event sponsorships and community event participation
• Maintain and update Carolyns website and listing sites

Office Operations and Client Management

• Learn and use SkySlope real estate transaction management platform for data entry on each Vogel and team transaction
• Draft and prepare forms [TREC and TXR contracts] including listing and buyer agreements
• Support networking by coordinating activities and communications between Vogel/office and Moreland Properties colleagues and other real estate professionals
• Search for property listings for buyer clients and arrange tours of such properties
• Effectively prioritize daily tasks
• Maintain calendars, spreadsheets, and CRM
• Support office operations: vendors, receipts, expense reports
• Maintain client profit and expense tracking
• Run occasional personal errands
• Coordinate client deliveries (e.g. holiday gifts, home anniversaries)
• Coordinate with off-site virtual assistant

Qualifications

• Proven experience supporting small teams, entrepreneurs, or real estate agents
• Experience in the real estate business is a plus
• Social media experience with quantifiable results
• Strong organizational and time-management skills
• Detail-oriented with the ability to multitask under tight deadlines
• Positive, proactive get-it-done mindset
• Strong interpersonal and phone communication skills
• Excellent professionalism and customer service skills
• Website maintenance skills
• Personal reliable transportation and current valid drivers license
• AI-savvy and quickly adaptable to software programs

Schedule & Location

• 15 - 20 hours weekly
• In-office at 1326 Hwy 290, Dripping Springs
• Occasional weekend support

Compensation & Benefits

• $25 - $30 hourly depending on relevant skills and experience with additional quarterly production incentives

To apply: Apply via LinkedIn or email View email address on click.appcast.io (Lake Travis HR) with resume