Real Estate Administrative Assistant

Position Overview: We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our team in a fast-paced real estate environment. This role involves handling a wide range of administrative and operational tasks to ensure the seamless functioning of the business. The ideal candidate will possess excellent communication skills, the ability to manage multiple priorities, and a strong understanding of the real estate industry.

Key Responsibilities are as followed:

Administrative & Marketing Support

• Prepare and organize documents, presentations, and reports.
• Handle confidential and time-sensitive information with discretion.
• Assist in the preparation of property listings, marketing materials, and client presentations.
• Coordinate property showings, open houses, and client meetings.
• Maintain accurate and up-to-date databases of listings, clients, and transactions.

Communication Management

• Proactively manages client follow-up and communication.
• Coordinate with vendors, clients, and team members to ensure smooth operations.
• Assist in the planning and execution of team projects and events.
• Recruit and support the onboarding process for new team members.

Technology & Marketing Tools

• Implement CRM systems, Canva, and real estate platforms (e.g., MLS, Skyslope, etc.)
• Maintain digital records and ensure efficient data organization.
• Leverage social media and other marketing tools to support property promotions.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Proficiency in Google Suite and familiarity with real estate software.
• Strong written and verbal communication skills.
• Exceptional organizational and multitasking abilities.
• Meticulous attention to detail with a proactive, solutions-first mindset.
• Ability to work independently and handle a dynamic workload.

Preferred Skills

• Knowledge of real estate practices, terminology, and legal documentation.
• Experience with social media marketing and content creation.
• Familiarity with local real estate markets and trends.

Key Traits for Success

• Professional demeanor and customer-focused attitude.
• Problem-solving mindset with a proactive approach to challenges.
• Strong attention to detail and commitment to excellence.

Please submit a thoughtful cover letter, resume, and any other materials that demonstrate your skills. This position starts in January 2025.

Hours: Approx 25 hours per week with potential to grow over time.

Pay: Hourly pay commensurate with experience $25.00-$35.00 an hour.

Job Type: Part-time

Pay: $25.00 - $35.00 per hour

Expected hours: 25 – 30 per week

Benefits:

• Flexible schedule

Application Question(s):

• Briefly describe your most relevant real estate/admin experience (roles, years, and the parts you owned end-to-end).
• Which of the following tools have you used (list all that apply): Google Workspace, Canva, CRM systems (please specify which platform), MLS, SkySlope or another transaction management platform (please specify), DocuSign, and email marketing platforms (please specify which ones).
• On a scale of 1–10, how comfortable are you using the tools listed above (1 = not comfortable, 10 = very comfortable)?
• Which platforms have you managed for a business? (Instagram, Facebook, TikTok, YouTube, LinkedIn, Website)
• This role supports a fast-paced team. How many posts/reels per week can you realistically support while also handling admin tasks?

Education:

• Bachelor's (Preferred)

Experience:

• Customer service: 2 years (Required)
• Business management: 1 year (Preferred)

License/Certification:

• Real Estate License (Preferred)

Ability to Commute:

• Portland, ME 04101 (Required)

Willingness to travel:

• 50% (Required)

Work Location: Hybrid remote in Portland, ME 04101

Salary : $25 - $35