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Real Estate Admin Assistant

Proctor Staffing INC Richmond, TX
  • Posted: 19 days ago
  • Other

A highly successful real estate firm and Property Management company - is looking for an Executive Assistant to work directly with the CEO on day to day operational activities. Job will be broken into 4 main categories:

Listing Manager (Listing to Contract)

  • Oversee all aspects of sellers transactions from initial contact to executed purchase agreement.

  • Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers' disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc.

  • Consult and coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements and marketing activities.

  • Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.

  • Coordinate showings and obtain feedback.

  • Provide proactive weekly feedback to sellers regarding all showings and marketing activities.

  • Coordinate all public open houses and broker open houses.

  • Input all listing information into MLS and marketing websites and update as needed.

  • Submit all necessary documentation to office broker for file compliance.

  • Input all necessary information into client database and transaction management systems.

Transaction Coordinator (Contract to Closing)

  • Oversee all aspects of buyer and seller transactions from executed purchase agreement to closing.

  • Coordinate title/escrow, mortgage loan and appraisal processes.

  • Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.

  • Regularly update and maintain communication with clients, agents, title officer, lender etc.

  • Keep BackAgent, and all appropriate media up to date on transactions.

  • Submit all necessary documentation to office broker for file compliance.

  • Coordinate moving/possession schedules.

  • Schedule, coordinate and attend closing process.

  • Input all client information into client database system.

  • Schedule 30 Day, 90 Day and 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.


  • Manage client database management program system.

  • Create regularly prepare all buyer seller consultation packages.

  • Coordinate the preparation of all listing open house flyers, graphics, signage and all other marketing materials.

  • Manage update agent website(s), blog(s) and online listings.

  • Regularly assist agent to manage enhance agent's social media presence.

  • Track coordinate all inbound leads from websites, social media other online sources.

  • Coordinate all client vendor appreciation events.

  • Regularly obtain client testimonials for websites, social media other marketing materials.

  • Coordinate implement agent marketing videos property videos on website(s), blog(s), social media and client database email campaigns.

Administrative Manager

  • Oversee all aspects of the administration of the agent's business.

  • Create manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up all office administration.

  • Maintain all agent financial systems, profit loss statement, bill payment, budget(s), bank accounts, and business credit card(s).

  • Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.

  • Create update a business operations manual and all job descriptions/employment contracts for any future hires.

  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.

  • Hold agent(s) accountable for conducting all agreed upon lead generation activities.

  • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts lead generation.


$12 hourly plus generous bonus and 401K after 6 months of active employment.


  • Maintain files from contract to close

  • Interact with clients

  • Design and print marketing materials

  • Manage client database

  • Follow-up with client system

  • Schedule appointments

  • Communicate with title company/open titles

  • Input and edit listings

  • Prepare buyer's/seller's packets

  • Work with agents and provide resources and assistance in the transaction

  • Coordinate inspections and appraisals

  • Edit contracts and upload to office intranet

  • Keep up to date calendar for Team Leader

  • Follow up with leads

  • Numerous/various other administrative duties tasked by Team Leader


  • A valid Real Estate License is strongly preferred for this job (or a zeal to obtain one)

  • Able to build lasting relationships with clients by providing understanding and effective service to their needs

  • Some weekend and evening hours are required

  • Deadline driven and extremely organized

  • Technologically savvy; able to learn new programs quickly and troubleshoot common issues

  • Work efficiently and in a timely manner on a variety of tasks with minimal supervision

  • The ideal candidate will be experienced in providing a wide range of executive and personal support to the real estate broker.

  • Customer service experience in the real estate industry is preferred

  • Ability to assess, prioritize and act quickly and with discretion

  • Be a strong communicator

  • High school diploma or GED required, Bachelor's degree preferred

  • This professional will enjoy successfully handling the challenges associated with the CEO's responsibilities and daily life.

  • 3 years experience supporting at the C-level or as top assistant to the owner of a thriving private business strongly preferred

  • Support experience in a Real Estate, professional media or marketing environment is HUGE plus

Proctor Staffing INC


Richmond, TX

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