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Real Estate Office Assistant

The Blackshaw Messel Group Arlington Heights, IL

  • Expired: over a month ago. Applications are no longer accepted.
Job Description
We’re hiring a motivated real estate administrative assistant to join our growing team. Responsibilities include administrative duties such as keeping track of all transaction documents in the client database for our real estate agents, monitoring and notifying clients of important deadlines, complying with legal procedures, and planning appointments and final walkthroughs. You’ll also support the team by marketing the company on social media and planning company events. The ideal candidate should be a great communicator who is driven and highly detail-oriented. If this position interests you, start your application today!Compensation:

$50,000- $70,000

  • Fill out all appropriate paperwork and file in the customer database to assist the real estate team in closing deals
  • Compile and distribute weekly/monthly reports and communicate key results to the rest of the team to ensure company goals are being met
  • Respond to customer needs with urgency and attentiveness
  • Compete with others in the real estate industry by producing high-quality print and digital marketing materials
  • Comply with tax withholding processes and legal requirements

Primary Operations Role:

  • Build, implement and manage all systems for sellers, buyers, and information/database management
  • Listing and buyer coordination
  • Manage all aspects of the transaction from executed purchase and sale agreement, to close.
  • Track and ensure agents meet all transaction deadlines
  • Coordinate escrow/title, mortgage, and appraisal process
  • Coordinate inspections and ensure inspections are complete with receipts
  • Regularly update maintain close communication with clients, agents, title officer, and lender
  • Coordinate closing/possession schedules
  • Prepare closing gifts
  • Ensure all necessary documentation to office broker is accurate and submitted on time for file compliance
  • Prepare new listing business for market; Specifically: Ensure listing paperwork complete, accurate and submitted to broker, schedule photography, draft MLS for seller/agent approval, upload photography into MLS, activate property to MLS with agent’s approval
  • Check showing feedback and reach out to agent for feedback if not provided
  • Office supply and closing gift inventory
  • Schedule, confirm, and print showings for agents with showing instructions
  • Database Management
  • Create and maintain detailed/organized electronic and print files

Primary Marketing Role:

  • Assist agent with marketing projects as needed
  • Prepare and mail monthly real estate reviews to past clients
  • Send correspondents (Birthday cards, referral gifts/cards, congrats cards)
  • Update listing statistics sheet
  • Prepare and maintain presentation material
  • Maintain marketing/expense budget tracking spreadsheet
  • Schedule/Prepare for Broker Open and Open HouseSocial Media Campaigns for listings (as needed)
  • Maintain closing gift inventory
  • Maintain marketing calendar of events and assist agent in planning events
  • Update client communication as needed
  • Track National Calendar Day events and plan social media as needed
  • Update reviews on Zeitlin website from Zillow
  • Update Zillow with past sales monthly


  • Detail Oriented
  • Great ability to focus
  • “Get it done” Attitude
  • High Integrity
  • Caring Demeanor
  • Committed Determined
  • Consistently Positive Attitude Solution Oriented
  • Excellent Team Player
  • Continual Learner
  • Calm under pressure; not easily frustrated
  • Innovative and creative
  • Preferred Real Estate Experience: Current, in-depth, hands-on Real Estate Assistant experience for both buyer and listing transactions
  • Experience with real estate documents/contracts
  • Experience in Real Estate marketing – social media, electronic, and print
  • Required Skills:Experience and comfortable in a high volume, fast paced environment
  • Excellence in customer service positions: Professional and personable phone, in person, email communications
  • Strong verbal and written communications skills
  • Strong ability to multi-task and meet deadlines
  • Ability to work independently, make decisions, and problem solve
  • Must be able to manage multiple projects at a time and prioritize urgent time-sensitive tasks

  • Either already has or is working towards real estate license
  • Must have high school diploma or GED
  • Background in real estate is required for this position
  • Great written and verbal skills
  • Flexible working schedule to accommodate clients on nights and weekends

Computer Skills:

  • Strong computer skills, navigating web-based programs and websites
  • Excel, Word, PDF, Social Media Platforms
  • Google Platform: Email, Drive, Calendar, Google Sheets, Google Docs
  • Excellent typing skills

About Company

The Blackshaw Messel Group at Compass is a full-service real estate team with exceptional expertise and an unwavering client-first attitude. Founded by Nicholas Blackshaw and Matthew Messel, the dynamic group is a go-to resource in the Northwest Suburbs and the entire Chicagoland area helping buyers and sellers, investors, and developers reach their unique real estate goals.

The Blackshaw Messel Group


Arlington Heights, IL



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