Position: Real-Estate Senior Administrative Assistant
Working Hours : Monday - Friday; 9am - 5pm EST
Salary Range: USD 1,500/month
Main Responsibilities:
- Application Processing: Efficiently fill out and process applications for properties, ensuring accuracy and completeness.
- Communication Management: Make calls and handle correspondence with clients, vendors, and team members, maintaining professionalism and excellent communication skills.
- Transaction Coordination: Coordinate inspections, appraisals, and utility setup for properties under contract, ensuring smooth transitions for clients.
- Owner Engagement: Act as a liaison between property owners and the business, providing updates and facilitating communication as needed.
- Scheduling: Manage calendars and schedules for team members, coordinating meetings, appointments, and deadlines effectively.
- Contract Management: Assist in filling out contracts and agreements, ensuring all necessary documentation is completed accurately and on time.
- Project Support: Provide support to the project management team as needed, assisting with various tasks and initiatives.
- CRM Management: Utilize and maintain the Salesforce CRM system, inputting data, responding to inquiries, and generating reports as necessary. Collaborate closely with the executive, Robert, to ensure CRM functionality meets business needs.
- Spreadsheet Proficiency: Fluently navigate spreadsheets, analyze data, and monitor key performance indicators (KPIs) to support decision-making and business operations.
- Virtual Support: Provide virtual assistance on various items, including maintenance requests, signing leases, scheduling inspections, conveying pricing, and following up on events, ensuring efficient and timely resolution.
- Paperwork Execution: Execute paperwork, including leases, lease amendments, contracts (property level), lease renewals, etc., ensuring accuracy and adherence to legal requirements.
- Administrative Support: Act as an administrative assistant to the operations manager, assisting in managing vendors and in-house tasks, ensuring smooth operations and effective communication.
- Asset Management: Manage monthly asset management fees for all assets/entities, ensuring accurate billing and financial compliance.
- Expense Management: Prepare monthly executive and employee expense reports, handle receipt filings, and data uploads, ensuring timely and accurate financial record-keeping.
- Market Research: Conduct market research to gather relevant data and insights, supporting decision-making processes and strategic planning.
- Contact List Management: Maintain contact lists for clients, vendors, and team members, ensuring accuracy and accessibility.
- Calendar and Appointment Management: Assist in calendar and appointment management as needed, scheduling meetings, appointments, and events to optimize
- efficiency and productivity.
- Task Coordination: Prepare tasks and reminders for the team, follow up as needed to ensure completion, and maintain task tracking systems for accountability.
Requirements
- At least 2 years of experience as a Real Estate Virtual Assistant/Admin Assistant
- Exceptional attention to detail and organizational skills.
- Strong communication skills, both verbal and written.
- Ability to multitask and prioritize tasks effectively in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
- Experience with CRM software, particularly Salesforce, is highly desirable.
- Ability to work collaboratively in a team environment and independently when necessary.
Preferred Qualifications:
- Bachelor's degree or equivalent experience in Business Administration, Real Estate, or related field.
- Previous experience with project management or transaction coordination.
- Familiarity with real estate contracts and legal documentation.
Benefits
Holidays: Canadian Holiday