Real Estate Administrator

Overview

We are seeking a proactive and highly organized Real Estate Team Administrative Assistant to support a high-performing real estate team. This role is central to managing appointments, client follow-up, transaction support, and the creation of marketing materials. The ideal candidate is detail-oriented, comfortable communicating with clients, and capable of keeping multiple agents and projects on track in a fast-paced environment.

• Schedule and confirm listing appointments, buyer consultations, showings, and inspections
• Conduct outbound and inbound follow-up with leads, past clients, and prospects via phone, email, and text
• Maintain accurate appointment records and ensure agents are prepared for all meetings
• Track follow-up tasks and reminders within the CRM

• Manage calendars for team members and coordinate daily priorities
• Answer phones, respond to inquiries, and route messages appropriately
• Organize digital files, contracts, and client records
• Support internal team systems, processes, and reporting

• Prepare and organize listing and transaction paperwork
• Ensure deadlines and compliance requirements are met
• Coordinate with clients, lenders, title companies, inspectors, and vendors
• Update transaction status and maintain checklists

• Create and update marketing materials such as flyers, brochures, postcards, and email campaigns
• Assist with listing marketing, including MLS input, property descriptions, and coordination of photos, signage, and lockboxes
• Manage and schedule social media posts and online listings
• Ensure all marketing materials are on-brand and up to date

• Serve as a consistent point of contact for clients throughout the sales process
• Provide timely updates and professional communication
• Support client events, campaigns, and post-closing follow-up

Required

• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office or Google Workspace
• Comfortable making phone calls and conducting follow-up
• Ability to manage confidential information with discretion

Preferred

• Previous experience in real estate or a fast-paced administrative role
• Familiarity with CRM systems, MLS platforms, and real estate workflows
• Experience creating marketing materials (Canva, Adobe, or similar tools)
• Real estate license or willingness to obtain one (if required)

Skills & Attributes

• Detail-oriented with strong follow-through
• Organized, reliable, and deadline-driven
• Confident communicator with a service mindset
• Tech-savvy and quick to learn new systems
• Team-oriented with a proactive approach

• Full-time
• In-office - located in Hoboken NJ
• Compensation based on experience