Administrative Assistant

Job Description

Job Description We are looking for an Administrative Assistant to provide dependable office support for a contract maternity leave assignment in Woodbridge, Virginia. This position will help keep daily operations organized by managing transaction-related administration, coordinating communications, and supporting office staff with a high level of accuracy. The ideal candidate is comfortable handling detailed paperwork, maintaining records, and contributing to a detail-oriented real estate sales and lease environment.

Responsibilities:
• Manage administrative workflows related to new property listings and closed sales, including entering information into internal systems and reviewing documentation for accuracy and completeness.
• Prepare and maintain transaction records such as purchase agreements, sold files, and monthly activity reports while ensuring deadlines are met.
• Calculate advertising charges, review promotional content for accuracy, and submit approved ads to local publications as needed.
• Support office operations by distributing assignments, handling correspondence and mail, answering inbound calls, and assisting with appointment coordination.
• Monitor escrow and pending transaction files when applicable, confirming required documents and details are complete, compliant, and properly recorded.
• Coordinate with staff, managers, and sales associates to promote smooth communication and provide day-to-day administrative support across the office.
• Assist with scheduling, training, and oversight of office personnel, and provide backup coverage to maintain consistent departmental support.
• Help organize special events and prepare marketing materials such as flyers, brochures, collateral pieces, and handouts.
• Take on additional office and administrative duties as assigned to support business needs during the contract period.• Experience providing administrative support in an office environment, preferably within real estate, sales, leasing, or a related business setting.
• Strong data entry skills with the ability to maintain accurate records and process detailed documentation efficiently.
• Ability to manage inbound calls, written correspondence, mail handling, and general receptionist-style responsibilities with strong attention to detail.
• Familiarity with coordinating schedules, appointments, and multiple priorities in a fast-paced office.
• Strong organizational skills and attention to detail, especially when working with transaction files, reports, and compliance-related paperwork.
• Effective communication skills with the ability to work collaboratively with office staff, managers, and sales professionals.
• Comfortable using standard office software and administrative systems to support reporting, file management, and daily operations.