Part-Time Administrative Assistant

Job Description

Job Description

SUMMARY

Under the direction of the Branch Manager and in coordination with the Transaction Systems Manager (TSM), the Administrative Assistant supports agents by ensuring smooth, efficient transaction flow through the use of company systems and standardized processes. This role focuses on exception management, file quality, and agent support, leveraging automated workflows and AI-driven compliance tools to maintain accuracy and consistency across all transactions. The position may also provide basic marketing support and help agents navigate company-provided marketing tools and resources.

RESPONSIBILITIES

• Provides responsive, professional support to agents, lenders, and title companies, contributing to a positive and efficient transaction experience.
• Leverages transaction management systems to monitor transaction progress, system alerts, and compliance workflows.
• Focuses on exception management by identifying and resolving system-flagged issues, missing documentation, and discrepancies in transaction files.
• Reviews transaction files for accuracy, completeness, and quality, utilizing AI-assisted tools and system workflows to support compliance with brokerage, state, and regulatory requirements.
• Supports agents in navigating transaction systems and processes, ensuring proper use of tools and adherence to standardized workflows.
• Provides basic, as-needed marketing support, such as assisting agents with approved Canva templates, company-branded materials, and other established marketing resources. This role does not serve as the office’s dedicated marketing specialist.
• Builds working knowledge of company-provided agent tools and resources and helps connect agents with the appropriate platform, template, training, or support contact based on their needs.
• Partners with the Transaction Systems Manager to support system adoption, process consistency, and continuous improvement initiatives.
• Identifies trends in recurring issues or inefficiencies and provides feedback to the TSM to improve systems, workflows, and training.
• Utilizes company systems, including the transaction management platform, MLS, financial systems, and other agent-support tools, efficiently and adapts to new technologies and enhancements.
• Maintains a high level of attention to detail and ensures all company and client information is handled with confidentiality.
• Continues to build knowledge of real estate broker practices, compliance standards, and evolving technology tools.
• Completes special projects and other duties as assigned.

QUALIFICATIONS NEEDED TO PERFORM THIS POSITION

• High school diploma and two to four years of experience in an administrative support role, or an equivalent combination of education and experience. Real estate experience is preferred.
• Strong customer service orientation with a high level of attention to detail and accuracy.
• Proficient in Microsoft Office and Outlook, with the ability to quickly learn and effectively use MLS systems, transaction management systems, digital signature platforms, Profit Power, and other industry-specific tools.
• Familiarity with Canva is preferred. The ability to learn approved templates, brand standards, and company-provided marketing and agent-support tools is required.
• Ability to learn and adapt quickly to new systems, tools, and technology-driven workflows.
• Strong organizational and time-management skills, with the ability to manage multiple transactions and priorities simultaneously.
• Demonstrates strong problem-solving skills, with the ability to identify issues and take appropriate action.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with agents, clients, and business partners.
• Strong numerical accuracy, with the ability to review commissions, fees, and transaction-related financial details.
• Exercises professionalism, discretion, and sound judgment when handling confidential information.

Application Process

To express interest in this opportunity, please submit resumes or direct inquiries to:

Brooke Hazzard

View email address on us.fitly.work