Real Estate Administrative Assistant

Job DescriptionJob DescriptionHigh Visions Real Estate is seeking a highly organized, resourceful, and detail-oriented Dispositions & Buyer Relations Assistant to support our growing real estate investment business.This position plays an important role in maintaining relationships with real estate investors, managing buyer databases, providing weekly updates to sellers, researching potential cash buyers, and supporting the dispositions team with opportunities that require additional follow-up.The ideal candidate is comfortable working with CRM systems, researching real estate investors, managing spreadsheets, conducting online research, and communicating professionally with buyers and sellers.Our goal is to build a highly organized buyer database, maintain positive seller relationships, and make sure no investment opportunity or qualified buyer falls through the cracks.Compensation:$5 - $6 hourly Responsibilities:Arrange for open houses and other community events to locally spread brand awarenessMonitor deadlines and provide notices to appropriate parties when necessaryCoordinate schedules to ensure optimal open houses and final walkthroughs, travel arrangements, and general appointmentsComplete paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possibleTake part in employee development programs to strengthen existing skill sets in real estate administrationBuyer Lead Cleanup & Follow-Up Assist the Dispositions Manager by taking over administrative follow-up for older buyer leads and properties that have already received significant marketing attention.Responsibilities include:Review buyer leads from properties that have been marketed but have not sold.Revisit buyers who previously expressed interest, requested details, or scheduled walkthroughs.Reconnect with interested investors to determine whether they are still looking for investment opportunities.Identify investors who passed on a deal due to price, location, condition, or investment strategy.Update buyer records with their purchasing criteria and reasons for declining.Reconnect with existing buyers when a similar opportunity becomes available.Organize and maintain follow-up lists for older or inactive opportunities.Notify the Dispositions Manager when a buyer demonstrates serious purchase interest.Ensure previous marketing efforts continue generating value through ongoing buyer relationships.Primary Objective: Maximize the value of previously generated buyer leads without taking attention away from active dispositions.Weekly Seller Communication & File Updates Maintain consistent, professional communication with sellers who are under contract with High Visions Real Estate.Responsibilities include:Contact every assigned seller at least once per week.Provide accurate updates on the status of their transaction.Communicate approved progress updates for cash purchase contracts and Retail Buyers Program/novation agreements.Keep sellers informed about scheduled walkthroughs, property access requests, inspection appointments, marketing progress, and upcoming milestones.Document every seller conversation in the CRM.Track communication dates to ensure no seller goes more than seven days without an update.Identify seller frustrations, concerns, questions, or potential cancellation risks.Immediately escalate any seller concerns involving pricing, contract terms, deadlines, or transaction disputes.Coordinate with the Dispositions Manager and Transaction Coordinator to provide consistent information.Primary Objective: Make every seller feel informed, respected, and confident throughout the selling process.Buyer Database Development & CRM Management Build, clean, and maintain an organized investor database using research platforms and existing company resources.Responsibilities include:Research and identify real estate investors using InvestorLift, PropStream, DealMachine, public property records, and Secretary of State business registries.Extract and organize buyer information through permitted exports, approved research methods, and authorized data tools.Research individuals and companies actively purchasing investment properties in our target markets.Identify fix-and-flip investors, buy-and-hold landlords, institutional buyers, and other relevant investor categories.Add qualified buyer records into REsimpli CRM.Check for existing buyer records before adding new contacts to prevent duplicates.Research investment companies to identify appropriate business contact information.Categorize buyers by market, county, property type, investment strategy, price range, and purchasing history.Maintain clean, accurate contact records with sources and research notes.Flag high-volume investors for potential VIP buyer relationships.Primary Objective: Continuously grow a well-organized, accurate buyer database that allows our company to market new deals faster.Buyer Outreach & Deal Marketing Support Support buyer communication and deal marketing through company-approved channels.Responsibilities include:Prepare targeted buyer lists for specific properties.Segment buyers by location, investment criteria, and property type.Prepare approved property marketing text messages.Send authorized campaigns through company-approved messaging platforms to eligible contacts.Monitor buyer replies and update their CRM records.Identify interested buyers and notify the Dispositions Manager.Share property information, photos, asking prices, and walkthrough instructions from approved marketing materials.Maintain follow-up schedules for interested investors.Keep track of campaign responses, opt-outs, and engagement.Assist the Dispositions Manager with organizing buyer activity and property marketing reports.Primary Objective: Help the dispositions team reach the right buyers quickly and generate qualified interest without taking on final sales negotiations. Qualifications:Great written and verbal skillsPrior experience in the real estate industry or as an office managerAvailable evenings and weekendsHigh school diploma or equivalent requiredRequired Strong written and verbal English communication skills.Experience with CRM systems, spreadsheets, and online research.Excellent organizational and time-management abilities.Comfortable researching real estate ownership and investor activity.Strong attention to detail and accurate data entry.Ability to manage multiple assignments and deadlines.Professional communication skills when interacting with buyers and sellers.Willingness to learn new platforms and follow documented processes. About Company High Visions Real Estate is a growing real estate investment company that helps homeowners sell their properties through creative, solution-based options, including wholesale, novation, subject-to, and seller financing. We serve homeowners throughout North Carolina, South Carolina, and expanding markets by providing honest guidance and win-win solutions.Our culture is built on integrity, accountability, continuous improvement, and teamwork. We believe in investing in our people through coaching, training, and opportunities for career growth. If you're looking for a fast-paced, performance-driven environment where your work makes a real impact and your success is rewarded, High Visions Real Estate is the place to grow your career.