Real Estate Administrator

We are seeking a proactive and detail-oriented Lead Real Estate Administrator to support daily business operations in real estate and to manage transactions. This role involves overseeing operational workflows, handling real estate transaction management, coordinating schedules, and ensuring administrative processes run efficiently.

Key Responsibilities:

Operations Management:

Coordinate and oversee key operational tasks to ensure timely project completion.
Identify opportunities to streamline processes for improved business efficiency.
Manage schedules, follow-up calls, meetings, and critical appointments.
Provide regular reporting on task progress, business activities, and performance metrics.

Real Estate Virtual Assistant Responsibilities:

Client Communication: Manage email, phone, and text communication with buyers, sellers, and other stakeholders.
Schedule Management: Coordinate property showings, client meetings, and inspections.
CRM Management: Update and maintain client databases (e.g., Follow-Up Boss, BoomTown, or similar tools).
Marketing Support: Oversee text outreach and provide feedback about social media posts completed by marketing team.
Lead Management: Track incoming leads, schedule follow-up, and report on conversion metrics.

Transaction Coordinator Responsibilities:

Contract Management: Prepare, review, and process contracts, addenda, and other transaction-related documents for accuracy and compliance.
Transaction Tracking: Manage timelines for real estate transactions, ensuring all deadlines for inspections, appraisals, and closings are met.
Coordination: Act as the main liaison between agents, clients, title companies, lenders, and inspectors.
File Organization: Maintain organized transaction files and ensure proper document submission to broker compliance systems.
Closing Support: Prepare closing documents, ensure all closing requirements are complete, and follow up post-closing as needed.

Qualifications:

Proven experience in real estate support (Real Estate Virtual Assistant and/or Transaction Coordinator roles preferred).
Strong organizational and multitasking skills with the ability to manage multiple transactions simultaneously.
Proficiency with real estate tools such as MLS systems, Dotloop, DocuSign, or similar platforms.
Experience with CRM tools and project management software (e.g., Asana, Lion Desk, Go Highlevel, or similar).
Excellent communication and interpersonal skills.
Ability to work independently, manage time effectively, and meet deadlines.
Knowledge of real estate transaction timelines, compliance, and processes is a strong plus.

Hours: 30 hours per week (schedule negotiable).
Compensation: Competitive hourly rate (based on experience).