Job Overview
We are seeking a highly organized, detail-driven, and proactive Real Estate Administrative Assistant to support our fast-paced and high-performance real estate team. This role requires someone who understands real estate workflows, is comfortable managing paperwork and compliance, and excels at keeping the team running smoothly.
The ideal candidate has experience with real estate and mortgage documentation, client coordination, CRM management, and daily scheduling, and thrives in a dynamic, deadline-driven environment.
Key Responsibilities
Social Media & Digital Marketing
Manage and maintain the team’s social media presence across platforms including Instagram, Facebook, TikTok, LinkedIn, and YouTube.
Create, schedule, and publish engaging content such as property listings, market updates, reels, stories, promotional campaigns, and client testimonials.
Monitor social media engagement, respond to inquiries/messages promptly, and help grow online audience engagement and brand visibility.
Coordinate with photographers, videographers, and marketing vendors to ensure timely content delivery and consistent branding.
Assist with digital marketing initiatives including email campaigns, online advertising, and lead generation strategies.
Real Estate & Mortgage Paperwork
- Prepare, review, and manage real estate documents including listing agreements, buyer representation agreements, offers, amendments, waivers, and compliance paperwork.
- Assist with mortgage paperwork and lender communication (LOAs, required documents, follow-ups).
- Ensure all files meet brokerage compliance requirements and deadlines.
- Maintain organized digital and physical filing systems.
Scheduling & Coordination
- Manage daily schedules for the team, including appointments, showings, meetings, and client calls.
- Coordinate property showings with buyers, sellers, cooperating agents, and vendors.
- Plan and optimize door-knocking routes, cold-calling lists, and prospecting schedules.
- Ensure all lead follow-up tasks and client obligations are completed on time.
Lead Management & Client Support
- Call, qualify, and nurture leads from various sources: CRM, ads, open houses, website inquiries, and past clients.
- Respond promptly to online leads to maximize conversion opportunities.
- Update CRM with accurate notes, tasks, and client activity.
- Provide outstanding customer service by addressing client inquiries and supporting them throughout the buying/selling process.
Team Operations & Performance Support
- Track team KPIs, targets, and weekly progress; distribute updates to leadership.
- Assist in organizing team meetings, performance reviews, and training sessions.
- Ensure smooth daily operations and communicate effectively with agents and leadership.
Marketing Support
- Prepare marketing materials including flyers, feature sheets, presentations, email campaigns, and social media posts.
- Collaborate with the Social Media Manager and Deals Coordinator for seamless marketing execution.
- Manage basic social media tasks such as posting, updating accounts, and responding to inquiries.
Administrative & Bookkeeping Support
- Perform clerical tasks such as data entry, scanning, emailing, and document preparation.
- Use QuickBooks (or similar software) to assist with basic bookkeeping tasks including expense tracking and record management.
- Ensure office operations comply with real estate regulations and company standards.
Requirements
- Proven experience in real estate administration, transaction coordination, or a similar administrative role.
- Strong knowledge of real estate paperwork and mortgage document requirements (preferred).
- Proficiency with CRM systems, Google Workspace (Docs, Sheets, Calendar), and Microsoft Office.
- Strong organizational and multitasking abilities in a fast-paced environment.
- Excellent verbal and written communication skills.
- Ability to work independently with a proactive, solutions-focused mindset.
- High attention to detail and accuracy in paperwork.
- QuickBooks experience is an asset.
- Familiarity with social media platforms and basic content preparation.
- Prior experience in a medical or dental office is a plus (not required).
Skills & Attributes
- Exceptional clerical skills and documentation accuracy.
- High-speed, accurate typing skills.
- Strong customer service orientation.
- Ability to prioritize and manage multiple tasks simultaneously.
- Positive attitude, willingness to learn, and a strong team-player mindset.
Why Join Us?
- Be part of a supportive, high-achieving real estate team.
- Opportunities for career growth and skill development.
- Competitive compensation package.
- Dynamic work environment where your contributions directly support team success.
Job Types: Full-time, Permanent, Fixed term contract
Contract length: 12 months
Pay: $25.00-$27.00 per hour
Application question(s):
- Have Driving License & Car
Education:
- Secondary School (preferred)
Experience:
- Real Estate Office: 1 year (preferred)
- Administrative: 1 year (preferred)
Work Location: In person
