We are seeking a highly capable, resourceful, and forward-thinking Administrative Assistant to join our team.
In this role, you will work collaboratively as part of a team to support multiple commercial real estate brokers on their day-to-day requests. The ideal candidate is a self- starter who anticipates, needs, exercises sound judgment, and thrives in a dynamic, fast-paced environment.
Key Responsibilities:
Listing & Data Management
● Create, update, and maintain commercial real estate listings across multiple platforms, ensuring accuracy, completeness, and compliance with company standards
● Audit listings regularly to identify and resolve discrepancies or missing information
● Manage listing lifecycles, including tracking expirations, renewals, and archiving
outdated listings
● Organize and upload property assets such as photos, floor plans, and marketing materials in platform-specific formats
Coordination & Communication
● Liaise with brokers, agents, and property stakeholders to gather accurate listing details and required documentation
● Respond to internal requests for listing updates, administrative support, and document preparation in a timely manner
● Collaborate with team members to align priorities, deadlines, and deliverables across functions
Administrative & Operational Support
● Manage calendars, schedule meetings, and coordinate virtual appointments to support daily operations
● Prepare, format, and maintain documents, reports, presentations, and client-facing materials
● Maintain organized digital filing systems and ensure accessibility of records across platforms
● Track tasks, deadlines, and follow-ups to ensure timely completion of assignments
Research & Process Support
● Conduct research and data entry to support listings, client needs, and operational initiatives
● Identify inefficiencies or data inconsistencies and proactively recommend solutions
Requirements:
• Proficiency in Office 365: Word, Excel, PowerPoint, Outlook, SharePoint, and Teams
• Adobe Software: Advanced.
• Strong Communication: Excellent written and verbal communication skills
• Detail-Oriented: High accuracy in handling information and organizing tasks
• Multitasking: Ability to manage multiple responsibilities and deadlines simultaneously
• Time Management: Self-motivated with the ability to prioritize tasks effectively
• Tech-Savvy: Comfortable learning and navigating various software platforms and conducting research online.
• Problem Solving: Resourceful and capable of working independently to resolve issues
Shift: Night Shift (10AM - 7AM EST)
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