Real Estate Administrative Assistant

Job Description

Job Description:\n\nRE/MAX Ace Realty is seeking a licensed Pennsylvania real estate agent to serve as a Licensed Real Estate Assistant to the Broker. This is a key support role for a growing real estate brokerage. The right person will work closely with the broker and leadership team to help manage listings, transactions, client communication, lead follow-up, marketing coordination, events, and day-to-day sales operations. This is not a traditional receptionist or basic administrative position. We are looking for someone who understands the pace, pressure, confidentiality, and professionalism required in a real estate environment. The ideal candidate is hungry, humble, loyal, organized, proactive, detail-oriented, and coachable. They must be willing to jump in where needed, protect the client experience, support agents, and help the broker stay focused on growth, sales, recruiting, and leadership. This role is ideal for a licensed real estate professional who enjoys the business, understands contracts and transactions, but may prefer a more structured, operations-focused role rather than building a full-time personal sales business. This may be the right fit if you are dependable, proactive, organized, loyal, professional, eager to learn, and excited to become a trusted part of a growing real estate brokerage. This Role Is Not for Everyone This may not be the right fit if you:Need constant directionAvoid follow-upStruggle with deadlinesDislike detailsResist accountabilityAre uncomfortable with technologyDo not communicate clearlyPrefer to work in isolationAre looking for a passive desk jobDo not understand the urgency of real estate timelines We are offering $50,000 plus bonus based on experience. Compensation: $50,000 plus bonusResponsibilities: Listing Management: Listing to Contract You will help oversee seller-side listing operations from preparation through executed agreement. Responsibilities may include:Preparing listing materials, including listing agreements, seller disclosures, comparative market analysis materials, property profiles, prior MLS research, pre-listing packets, and related documentsCoordinating photos, staging, repairs, cleaning, signage, lockboxes, showing instructions, access details, and listing launch timelinesAssisting with MLS input, listing updates, status changes, price changes, remarks, documents, photos, and marketing linksReviewing listing information for accuracy, professionalism, and compliance before publicationObtaining required signatures and documentation from sellers and internal partiesCoordinating showing instructions, feedback requests, and weekly seller updatesPreparing and organizing open house materials, broker open materials, sign-in sheets, flyers, and follow-up listsCoordinating public open houses and broker open housesHosting open houses when needed and when agents are unavailableSubmitting listing paperwork for broker complianceUpdating CRM, transaction management systems, and internal checklists Transaction Coordination: Contract to Closing You will help manage buyer and seller transactions from executed agreement through settlement. Responsibilities may include:Coordinating title, escrow, mortgage, appraisal, inspection, insurance, municipal, and closing timelinesTracking contract deadlines and making sure important dates do not fall through the cracksCommunicating with clients, agents, lenders, title companies, inspectors, appraisers, vendors, and internal leadershipAssisting with inspection coordination, repair documentation, invoices, contractor access, and completion trackingHelping prepare addenda, amendments, notices, and transaction-related documents under broker directionMonitoring contingencies, deposits, mortgage commitments, inspection timelines, appraisal timelines, and settlement preparationCoordinating final walkthroughs, possession details, utility reminders, and moving timelinesSubmitting required documents for broker review and file complianceUpdating client and transaction records in the CRM and transaction management systemsScheduling post-closing follow-up calls at 30, 90, and 120 days for service, vendor needs, testimonials, and referrals Broker Support You will serve as a trusted support person to the broker and the leadership team. Responsibilities may include:Helping the broker stay organized with priorities, deadlines, files, client needs, agent requests, and follow-upPreparing documents, notes, reports, meeting agendas, and follow-up itemsAssisting with recruiting-related organization, onboarding tasks, agent communication, and event preparationHelping manage brokerage systems, checklists, workflows, and accountability toolsSupporting broker communication with agents, clients, vendors, and partnersHelping identify problems before they become bigger issuesMaintaining discretion with confidential business, agent, client, financial, and operational matters Lead Capture and Conversion Support You will help make sure inbound opportunities are captured, organized, and followed up on quickly. Responsibilities may include:Answering and responding to inbound calls, inquiries, website leads, social media inquiries, sign calls, event leads, and online leadsCapturing key information, including name, contact details, timeline, motivation, location, price point, property needs, and next stepsEntering leads into the CRM or tracking system accurately and promptlySending approved follow-up texts and emailsRouting qualified opportunities to the broker, agents, or leadershipTracking follow-up activity so leads are not lost or ignoredHelping prepare buyer and seller consultation packetsSupporting database cleanup, tagging, segmentation, and follow-up campaigns Marketing Support You will assist with listing promotion, client communication, and brand visibility. Responsibilities may include:Coordinating listing flyers, social media graphics, open house materials, signage, postcards, and marketing collateralAssisting with social media posting, content organization, engagement, and brand consistencyUpdating agent websites, property pages, blogs, online listings, and marketing platformsPreparing buyer and seller presentation materialsCoordinating property videos, agent videos, email campaigns, and database marketingRequesting, organizing, and promoting client testimonialsTracking marketing timelines for listings, events, recruiting, and company campaignsHelping maintain a polished, professional, and consistent brand presence Administrative and Systems Support You will help keep the brokerage organized, efficient, and moving forward. Responsibilities may include:Managing client information, vendor information, marketing timelines, checklists, and internal workflowsMaintaining systems for sellers, buyers, lead tracking, transaction workflows, database management, and follow-upCoordinating marketing materials, signage, lockboxes, supplies, and business-related itemsHelping improve internal systems, accountability, and operational efficiencyBack up day-to-day brokerage administration as neededCreating structure where things feel scattered, incomplete, or inconsistent Event Coordination You will assist with planning and executing company, client, vendor, recruiting, and community events. Responsibilities may include:Helping plan and market events such as Cars & Coffee, client appreciation events, vendor events, networking events, office events, recruiting events, and agent gatheringsCoordinating vendors, sponsors, signage, supplies, invitations, reminders, and follow-up communicationAssisting with event setup, guest experience, registration, materials, and post-event follow-upHelping create a warm, professional, welcoming experience for agents, clients, vendors, recruits, and community membersQualifications: Required qualificationsActive Pennsylvania Real Estate LicenseReal estate experience, transaction knowledge, or brokerage experienceStrong organizational skills and attention to detailExcellent written and verbal communication skillsAbility to manage multiple tasks, deadlines, and prioritiesProfessional, positive, and solution-focused attitudeHigh level of discretion and confidentialityComfortable communicating with clients, agents, vendors, lenders, title companies, and leadershipAbility to work independently while still being part of a teamComfortable with technology, email, spreadsheets, CRM systems, Canva, social media, MLS, and online platformsWillingness to follow systems, improve systems, and be held accountableAbility to work within the Downingtown Office with some nights and weekends as needed, based on client demands. Preferred QualificationsExperience with Bright MLSExperience with transaction management platformsExperience with CRM systems and lead trackingExperience preparing listing paperwork, buyer paperwork, disclosures, and transaction documentsExperience coordinating listings, open houses, inspections, appraisals, closings, or client communicationMarketing, social media, administrative, operations, or client service experienceComfortable working in a fast-paced brokerage environmentAbout Company RE/MAX Ace Realty- We are a growth-focused real estate brokerage committed to developing real estate professionals who build strong, sustainable businesses, enjoy what they do, and make a meaningful impact in the communities they serve. Our mission is to develop real estate professionals who grow their business with purpose, enjoy their work, and make a meaningful impact in the communities they serve—all within a supportive environment where they feel right at home. Our vision is to build a 100-agent brokerage of productive, balanced professionals who operate with discipline, integrity, and consistency while maintaining a strong work-life balance. We value integrity, discipline, professionalism, honesty, and a supportive, positive growth-oriented mindset. We believe in developing the whole agent—not just production, but personal and financial growth. You’ll play a key role in supporting agent success and strengthening our culture. You're right at home. (tm)