Administrative Specialist

Job Description

Job description:

About the Role

We are seeking a detail-oriented and organized Real Estate Transaction Administrative Assistant to support day-to-day transaction operations in a fast-paced environment. In this role, you will help ensure transactions move forward efficiently by managing documentation, coordinating with external partners, tracking operational tasks, and maintaining accuracy throughout the transaction lifecycle.

This position is ideal for someone who thrives in structured, process-driven environments and enjoys collaborating with both internal teams and external stakeholders to resolve issues and keep projects on track.

Responsibilities

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• Coordinate and process transaction-related documentation and operational tasks accurately and efficiently
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• Review, verify, and maintain records to ensure completeness and compliance with internal processes
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• Obtain and organize required documents from external partners, vendors, HOAs, title companies, and other third parties
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• Research and resolve discrepancies, outstanding items, or documentation issues
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• Communicate professionally via phone and email to follow up on requests and gather required information
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• Track and manage work orders, transaction updates, and requests through internal systems and ticketing platforms
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• Review transaction files and final documents for accuracy prior to completion
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• Maintain detailed records and documentation throughout the transaction lifecycle
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• Collaborate cross-functionally with internal teams to resolve operational issues and support efficiency
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• Manage multiple transactions and deadlines simultaneously while maintaining strong attention to detail
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• Utilize internal software systems and workflow management tools, including ticketing platforms such as Zendesk
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Qualifications

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• Strong attention to detail and commitment to accuracy
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• Excellent organizational and time management skills
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• Ability to multitask and manage priorities in a deadline-driven environment
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• Strong written and verbal communication skills
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• Comfortable working with external vendors, partners, and stakeholders
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• Ability to follow structured processes and maintain compliance standards
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• Strong problem-solving and follow-up skills
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• Team-oriented mindset with the ability to collaborate cross-functionally
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• Adaptable and comfortable learning new systems and processes
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• Proficient with Microsoft Office and digital platforms
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Preferred Qualifications

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• Experience in transaction coordination, operations, administration, customer support, or related fields
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• Background in real estate, title, escrow, mortgage, insurance, or financial services operations preferred
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• Familiarity with Zendesk or similar ticketing/workflow management systems
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• Experience working in high-volume, process-oriented environments
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• Interest in process improvement, automation, or technology-driven operations
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