Administrative Assistant - Real Estate

Job Summary:

We are seeking an Executive Administrative and Operations Coordinator to manage inboxes, scheduling, client communications, and real estate documentation while supporting smooth day to day operations across multiple stakeholders. The role involves MLS listing management, transaction coordination, reporting, and ad hoc tasks in a fast paced environment requiring strong organisation, communication, and time management skills. 
 

Core Tasks:

• Monitor multiple inboxes to triage and respond to client questions and concerns
• Perform ad hoc payment, invoice management, file management, etc 
• Upload and manage MLS listings following SOPs
• Manage a calendar including scheduling, meetings, and travel arrangements
• Serve as a contact between employees, clients, and external partners
• Prepare/ edit correspondence, communications, presentations, reports, and other docs (including lease agreements, written offers, etc)
• Coordinate meetings, set agendas, take minutes, and prepare follow ups / action items
• Perform other ad-hoc tasks with limited instruction as needed
• Assist with personal tasks as needed 

Must-Haves:

• 3+ years experience working in as an admin (preferably in a Real Estate setting)
• Strong (C-level) verbal and written English communication skills
• Strong organizational and planning skills
• Demonstrated experience working in a fast paced office managing time sensitive tasks 
• Excellent time management skills and ability to multitask and prioritize
• Background with MLS and Dotloop (or similar tools)
• Ability to work full-time EST

Nice-to-Haves:

• Familiarity with Slack and Zoom for internal team coordination / communication