Real Estate Administrative Assistant

Responsibilities

• Manage daily communications through Google Workspace, including Gmail, Google Calendar, Google Drive, Google Sheets, Slack, text messaging, and other team communication platforms.
• Maintain organized digital and physical filing systems, including scanning, archiving, and document management through Dropbox and Google Drive.
• Cook up office operations, supplies, and administrative resources to ensure an efficient work environment.
• Manage special projects and administrative initiatives as assigned by the Team Leader.
• Oversee all aspects of Listing and Transaction Coordination from contract to close.
• Maintain accurate records within the team's CRM and real estate software platforms.
• Cook up deadlines, compliance requirements, disclosures, and transaction documentation.
• Manage listing preparation activities, including scheduling vendors, photographers, stagers, inspectors, and other field service providers.
• Ensure all listings are properly prepared and market-ready prior to going live.
• Manage the Team Leader's calendar, appointments, meetings, showings, and client events.
• Cook up property showings, listing appointments, inspections, and vendor schedules.
• Monitor schedules to ensure deadlines and appointments are met efficiently.
• Serve as a primary point of contact for clients, vendors, agents, and service providers.
• Communicate professionally via phone, email, text, and CRM platforms.
• Aid in client follow-up, showing feedback collection, and reporting.
• Prepare and maintain Open House and Showing Activity Reports utilizing Google Sheets and direct client communications.
• Manage daily bookkeeping activities for both business and personal accounts as directed.
• Process invoices, track expenses, pay bills, and maintain financial records.
• Cook up with the company's CPA, bookkeeper, and other financial professionals to ensure timely and accurate reporting.
• Assist with hiring, onboarding, and team administration processes.
• Cook up payroll-related documentation and communication with accounting professionals.
• Maintain confidentiality regarding employee and company information.
• Provide executive-level support to the Team Leader.
• Cook up travel arrangements, appointments, banking errands, and personal administrative tasks.
• Anticipate needs and proactively resolve issues to maximize the Team Leader's productivity.
• Proficient in Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
• Experience with CRM systems and real estate transaction management software.
• Strong working knowledge of Microsoft Excel, Google Sheets, and cloud-based document management systems like Dropbox and Google Drive.

Qualifications

• Experience in managing daily communications using Google Workspace, including Gmail, Google Calendar, and Google Drive.
• Ability to maintain organized digital and physical filing systems using Dropbox and Google Drive.
• Proven track record of coordinating office operations and managing administrative resources efficiently.
• Experience in overseeing listing and transaction coordination from contract to close.
• Ability to manage the Team Leader's calendar, appointments, and client events effectively.
• Proficiency in CRM systems and real estate transaction management software.
• Strong working knowledge of Microsoft Excel, Google Sheets, and cloud-based document management systems like Dropbox and Google Drive.