Office Coordinator / Assistant

Job Description

Job Description

Do you thrive on organization, take pride in doing things exceptionally well, and enjoy being part of a team that genuinely cares about people?

If so, we'd love to meet you.

We're looking for an organized, dependable, and proactive Office Coordinator / Assistant who takes ownership of their work, keeps projects moving, and supports a team dedicated to excellence. This role is essential to helping us provide a seamless experience for our clients while supporting the operations, marketing, and administrative systems that keep our business running at a high level.

Primary Responsibilities

Transaction Coordination

• Enter listings into the Multiple Listing Service (MLS)
• Review and organize Dotloop files for completeness.
• Process executed contracts.
• Monitor important deadlines and contingency dates.
• Prepare weekly client update reports.
• Maintain transaction checklists and documentation.
• Close out completed transaction files.
• Maintain accurate digital records and ensure file compliance.

Marketing & Communications

• Create Canva graphics, Success Stories, and marketing materials.
• Edit short-form videos.
• Schedule and publish social media content.
• Assist with marketing campaigns.
• Assist with listing launches, Coming Soon, Just Listed, Under Contract, and Just Sold marketing.
• Ensure all marketing reflects Stellar Results Realty branding standards.

Client Experience

• Help coordinate community & client appreciation events
• Support Stellar Results Realty's commitment to delivering an exceptional client experience.

Property, Staging & Listing Support

• Transport staging inventory to and from listings.
• Hang artwork and décor according to staging plans.
• Organize and maintain staging inventory and storage systems.

Office Operations

• Maintain a clean, organized, professional, and welcoming office environment.
• Order, organize, and maintain office supplies.
• Maintain coffee, snack, and kitchen areas.
• Assist with office filing, organization, and document management.
• Update office windows and whiteboards with Coming Soon, Just Listed, Under Contract, and Just Sold properties.
• Complete local errands and operational support tasks.
• Assist with special projects and process improvement initiatives.
• Identify opportunities to improve systems, efficiency, and workflow.

Qualifications

The ideal candidate will:

• Be digitally fluent.
• Demonstrates professionalism, integrity, dependability, and a positive and trustworthy character.
• Be highly organized with exceptional attention to detail.
• Communicate effectively, both verbally and in writing.
• Be friendly, positive, and service-oriented.
• Manage multiple priorities while meeting deadlines.
• Take initiative and work independently.
• Be comfortable learning new technology and systems.
• Possess strong problem-solving skills.
• Have previous administrative or customer service experience (preferred).
• Have real estate experience (helpful but not required).
• Have reliable transportation.
• Be able to lift approximately 30–40 pounds while assisting with staging and office materials.
• Has experience with Canva, Microsoft Office, Google Workspace, and Lofty CRM software (preferred), Dotloop (preferred), and Multiple Listing Service (preferred)

Why Join Stellar Results Realty?

We're more than a real estate brokerage—we're a team committed to making a meaningful difference in the lives of our clients, agents, employees, and our community. You'll have the opportunity to grow professionally, contribute ideas, develop new skills, and become an integral part of a company that values both excellence and relationships.

If you're looking for meaningful work where your organization, initiative, and attention to detail will make a real impact, we'd love to hear from you.

If this sounds like the kind of environment where you'd thrive, we'd love to learn more about you.

Please submit your resume along with a brief cover letter answering the following four questions:

1. What about this position and Stellar Results Realty caught your attention, and why do you believe you'd be a great fit for our team?

2. Tell us about a time when you noticed something that needed to be done without being asked. What did you do, and what was the outcome?

3. This position requires exceptional organization, attention to detail, and a heart for serving others. Which of those strengths come most naturally to you, and how have you demonstrated it in your previous work or volunteer experience?

4. Please tell us about one system or process you've created or improved that has made your work or someone else's work more efficient. It doesn't have to be from a real estate job—we're simply interested in how you think.

We look forward to learning more about you and what you could bring to our team!