About Us:
Visit www.WeAreOutstanding.com to view more info about us.
Job Summary:
We are seeking a highly organized, detail-oriented, and proactive Real Estate Administrative Assistant to provide comprehensive support to our real estate team. This role is crucial to the efficiency of our operations, primarily focusing on managing the complexities of real estate transactions from contract to close and coordinating all aspects of property listings. The ideal candidate will be a self-starter with excellent communication skills, a strong ability to multitask, and a deep understanding of real estate processes.
Key Responsibilities:
Transaction Coordination:
- Contract Management: Review all purchase agreements, ensuring accuracy and completeness. Track critical dates and deadlines (e.g., inspection periods, financing contingencies, closing dates).
- Client Communication: Serve as a primary point of contact for clients, agents, lenders, title companies, and other parties involved in the transaction, providing timely updates and answering inquiries.
- Document Management: Prepare, organize, and manage all transaction-related documents (e.g., disclosures, addendums, amendments, reports) in a digital filing system (CRM/Transaction Management Software).
- Compliance: Ensure all transaction files are complete and compliant with brokerage and state regulations.
- Escrow & Closing Coordination: Coordinate with title companies/attorneys, lenders, and appraisers to ensure a smooth closing process. Schedule and confirm closing appointments.
- Problem Solving: Proactively identify and resolve potential issues that may arise during a transaction to keep the process on track.
- Post-Closing: Ensure all final documents are distributed and archived.
Listing Coordination:
- Listing Preparation: Assist agents in preparing properties for market, including coordinating professional photography, virtual tours, staging consultations, and home inspections.
- MLS Entry & Management: Accurately enter and maintain property listings on the Multiple Listing Service (MLS), ensuring all details, photos, and virtual tours are correct and compelling.
- Marketing Material Coordination: Work with marketing vendors to produce high-quality brochures, flyers, postcards, and other promotional materials for listings.
- Showing Coordination: Manage showing schedules, communicate with showing agents, and gather feedback from showings.
- Open House Coordination: Assist in scheduling and preparing for open houses.
- Client Updates: Provide regular updates to sellers regarding showing feedback, marketing efforts, and market activity.
- Listing Compliance: Ensure all listing agreements and related documents are complete and compliant.
General Administrative Support:
- Maintain organized digital filing systems (Google Drive).
- Assist with database management and CRM upkeep.
- Handle general office tasks (e.g., answering phones, managing emails).
- Proactively anticipate agent needs and provide support to maximize their productivity.
Qualifications:
- Proven experience as an administrative assistant, preferably in real estate.
- Demonstrated experience in real estate transaction coordination and/or listing coordination is highly preferred.
- Strong understanding of the real estate transaction lifecycle and common real estate documents.
- Exceptional organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
- Proficient in Google Workspace (Gmail, Google Calendar, Google Drive, etc.)
- Discretion and ability to handle confidential information.
Education:
- High school diploma or equivalent required.
- Associate's or Bachelor's degree preferred.
Job Type: Full-time
Pay: $40,000.00 per year
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
