Real Estate Administrative Assistant

Job Description

Job Description

Key Responsibilities

Administrative & Transaction Support

· Support real estate agents with contract processing, file management, and document review.

· Update and maintain transaction records and property information in company systems.

· Ensure all required paperwork and documentation are complete, accurate, and properly filed.

· Process related paperwork and maintaining organized records.

· Manage confidential information with professionalism and discretion.

Office Operations

· Serve as a central point of contact for agent and client inquiries, ensuring timely and professional responses.

· Maintain an organized and welcoming office environment.

· Manage mail, deliveries, and office supplies, including ordering and restocking as needed.

· Assist with printing, scanning, and preparation of marketing materials and presentation booklets.

· Coordinate with vendors for maintenance and support of office equipment and technology.

Team & Event Support

· Assist with onboarding new agents and helping them get set up for success.

· Track key company information such as schedules, meetings, and office events.

· Take and distribute meeting notes and company-wide updates.

· Support company communications, events, and celebrations by managing invitations and logistics.

· Provide back-up support for reception, including greeting visitors and answering phones when needed.

General Assistance

· Perform a wide range of administrative tasks to support agents, staff, and leadership.

· Assist with special projects and initiatives as assigned.

· Maintain a positive and professional attitude while contributing to a collaborative team environment.

Qualifications

· Previous administrative or office management experience.

· Strong attention to detail and ability to manage multiple priorities.

· Excellent organizational, communication, and time management skills.

· Self-starter and ability to work well independently or as part of a team.

· Proficiency with Microsoft Office Suite and ability to learn new systems quickly.

· Friendly, professional demeanor with a commitment to excellent service.

· Notary Public certification (or willingness to obtain upon hire) preferred.

Physical Requirements

· Ability to lift and carry up to 25–50 pounds (e.g., office supplies, marketing materials, or packages).

· Ability to stand or walk for extended periods when assisting with office events or mailings.

· Ability to bend, reach, and move items as needed for office organization or setup.

Technical/Software Requirements

· Comfortable learning and using multiple software platforms (MLS systems, transaction management tools, email, calendar, and office productivity software).

· Basic troubleshooting skills for printers, scanners, and office technology.

· Familiarity with document preparation, scanning, and filing.