Real Estate Administrative Assistant

Job Title

Part-Time Virtual Assistant (Real Estate Admin Assistant)

Job Information

Industry: Real Estate

Job Type: Part time

Date Opened: 10/01/2025

Remote Job

Job Description

This is a remote position. Our client is looking for a Part-Time Virtual Assistant (Real Estate Admin Assistant) with the potential to transition to full-time. Over the past several years, they have built a reputable real estate brokerage serving clients across the Illinois market, known for their professionalism, attention to detail, and personalized approach to managing property transactions. This role is ideal for someone who thrives on organization, precision, and follow-through. The selected candidate will handle administrative coordination, manage transaction paperwork, follow up with multiple parties, and maintain accurate communication to ensure each deal progresses smoothly from start to finish.

Responsibilities:

• Provide administrative support to the brokerage by managing contracts, forms, and real estate documentation.
• Organize, track, and file transaction-related paperwork for all ongoing deals.
• Manage the CEO's email inbox, prioritize messages, and maintain professional, warm communication with agents, lenders, appraisers, and clients.
• Update and coordinate calendars, schedules, and timelines for each transaction.
• Follow up consistently with all involved parties to ensure timely receipt of required documents and approvals.
• Maintain records of correspondence and document versions with meticulous accuracy.
• Monitor deal progress and communicate status updates proactively to the CEO and other stakeholders.
• Ensure compliance and consistency in all paperwork and digital filing systems.
• Handle ad hoc administrative needs as assigned, maintaining an attitude of accountability and reliability.

Requirements:

• Previous experience as an Administrative Assistant or Real Estate Assistant preferred.
• Strong organizational skills with the ability to manage multiple files simultaneously.
• High attention to detail and accuracy—comfortable managing contracts and legal-style documentation.
• Excellent written and verbal English communication skills.
• Ability to follow up diligently and "close loops" on pending tasks.
• Proficiency in managing email systems, calendars, and digital document filing.
• Self-starter with strong initiative and a proactive approach to daily responsibilities.

Qualifications:

• Familiarity with real estate operations or working in a brokerage setting is a plus.
• Comfortable handling confidential or sensitive documents.
• Strong multitasking and prioritization abilities.
• "Paralegal" or "accountant-type" mindset—focused on accuracy, completion, and precision.
• Professional demeanor and warm, clear communication style.
• Ability to work independently in a fast-paced, remote environment.

Benefits:

• Part-time position with potential to grow into full-time.
• 100% remote — open to candidates based in Latin America.
• Opportunity to work directly with the CEO of a respected Illinois-based real estate brokerage.
• Gain deep exposure to U.S. real estate operations and transaction management.
• Flexible, organized, and professional work culture focused on long-term collaboration.