Real Estate Office Assistant

Job Description

Job Description

This is not a junior admin role. This is the right hand of the business. If you see what needs to happen before anyone tells you, you take a messy process and make it run like clockwork, and you take real pride in being the reason everything stays on track, keep reading.

Who you are

• A “do whatever it takes” mentality, and proactive rather than reactive.

• Impeccably organized, with a real ability to focus on one task for an hour at a time during time blocks.

• You follow an existing process, improve it, and create new ones where they are missing.

• You own a project once it is handed to you and follow up with status updates without being chased.

• Learning-based and growth-minded, and concerned with doing things the right way.

• Calm and motivated under pressure, with patience for a high-volume, detailed role.

• You notice and take pride in the details, and nothing falls through the cracks on your watch.

• A clear, warm, and direct communicator, written and verbal, whom clients and partners trust.

• Discreet and trustworthy with sensitive client and financial information.

• Comfort with AI, or eagerness to learn it. This business is being built to use AI as a working partner, and this role will grow into that.

• You do not need to be an expert. What matters most is that you are curious and willing to roll up your sleeves and learn. If you already use these tools, great. If you have barely touched them but you are eager to, that works just as well.

• A plus if you have used tools like Claude, ChatGPT, or Claude Cowork (Anthropic’s desktop assistant for managing files, tasks, and workflows), even informally.

• What counts more is the mindset: you like finding smarter, faster ways to work, and you are open to learning new tools with support and training.

• Over time, part of this role is letting AI handle the repetitive work so you and I stay focused on what matters. You will learn that alongside me, not on your own.

$50,000 - $60,000

• Enforce compliance with legal and tax withholding processes
• Coordinate schedules to ensure optimal open houses and final walkthroughs, travel arrangements, and general appointments
• Assist the real estate team in facilitating local events to foster connection to people in the neighborhood
• Complete paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possible
• Monitor deadlines and provide notices to appropriate parties when necessary

What you will own

• Manage the listing-launch and contract-to-close process for every transaction, overseeing the AI tools (and any virtual assistant) that complete most of the steps, so nothing slips.

• Coordinate photography, staging, sign installation, and the other listing-launch functions, and get listings live on time and looking great.

• Act as the liaison between clients, attorneys, lenders, and cooperating agents, and provide a world-class client experience by phone and email through contract and beyond.

• Own the CRM and database (Follow Up Boss and our brokerage closing platform): clean records, current tasks, and follow-up on schedule so no one is forgotten.

• Generate client reviews during and after every transaction.

• Run client events and marketing logistics (for example, our annual pie giveaway) start to finish.

• Keep me informed of any challenge that arises, and bring a potential solution with it.

• Own email triage, scheduling, and the daily details that keep the business organized and me in front of clients.

• Has knowledge of Microsoft Office and customer relationship management software
• Great written and verbal skills
• Either already has or is working towards real estate license
• Prior experience in the real estate industry or as an office manager
• Weekend and evening availability

Required background

• A prior work history that shows you can plug into and improve existing systems and give a team enthusiastic, high-level support.

• One or more years in an operations or administrative role. Real estate experience is a plus, and military experience is a plus.

• Comfort with standard office software and calendaring systems.

• A South Carolina real estate license, or willingness to get one (preferred).

I am a top-producing solo real estate agent in the Greenville area, consistently among the strongest individual producers at a 200-agent brokerage. I have built this business on relationships, skill, and relentless follow-through, and I have reached the ceiling of what one person can do alone. I am looking for one exceptional person to run the operations of my business so I can spend my days on the few things only I can do: talking to clients, going on appointments, and negotiating deals.