Real Estate Administrative Assistant

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