Compass Home Group is seeking a dependable, highly organized, and proactive Part-Time Real Estate Administrative and Operations Assistant. This position supports our real estate sales, client service, office operations, and property management activities. Responsibilities include transaction and closing support, listing administration, client follow-up, inventory organization, vendor coordination, property inspections, and local business errands.The ideal candidate enjoys staying organized, completing detailed administrative work, and helping a busy team keep multiple projects moving. This person must be able to manage recurring responsibilities while responding to changing daily priorities.
Primary Responsibilities
Transaction and Closing Support
- Request showing feedback from agents and follow up when feedback has not been received
- Order mortgage payoff statements for upcoming settlements
- Coordinate settlement appointments and client pre-signings with title companies, agents, and other parties
- Prepare settlement information sheets
- Complete assigned post-closing tasks
- Maintain organized transaction records and supporting documents
- Assemble listing and buyer presentation binders
- Assist with miscellaneous transaction-related projects
- Maintain an end-of-day list of completed tasks, outstanding items, and needed follow-up
Listing and MLS Support
- Assist with basic listing entry as necessary
- Upload, label, and organize listing photographs in the MLS
- Help prepare listing documents and supporting materials
- Assist with placing and removing light staging items
- Change or update front-yard signs and sign riders
- Pick up and deliver lockboxes, sign panels, sign riders, documents, and listing materials
- Help prepare open-house handouts and marketing materials
Client Experience and Marketing Support
- Coordinate and order post-closing marketing materials
- Create and/or order closing gifts (I think telling exactly how we order buckets is a bit too much)
- Process completed client surveys
- Prepare and mail birthday cards
- Maintain accurate client information in the database
- Assist with client appreciation projects, events, open houses, and marketing initiatives
Property Management Support
Compass Home Group currently manages approximately 14 properties consisting of third-party management clients and personally owned rental properties.
Responsibilities include:
- Monitor and track rent-payment activity through the company’s property management system
- Identify missing or late payments and report them to management
- Maintain organized property, tenant, vendor, maintenance, and inspection records
- Contact vendors to request service, discuss repair needs, and schedule appointments
- Coordinate vendor access and repair appointments with management
- Track open maintenance requests through completion
- Follow up with vendors regarding scheduling, estimates, invoices, and completed work
- Keep management informed of repair progress, delays, and unresolved issues
- Assist with property inspections approximately twice per year
- Document property conditions and maintenance concerns during inspections
- Organize inspection photographs and notes
- Provide additional administrative support for the property portfolio as directed
This position will not be responsible for:
- Collecting or processing rent payments
- Preparing leases or legal notices
- Regular direct communication with tenants
- Handling after-hours or emergency maintenance calls
- Making final decisions regarding repairs, tenant matters, or property management expenses
Office, Inventory, and Supply Management
- Monitor and order office, marketing, and client-service supplies
- Organize and maintain basement inventory
- Track staging materials, signage, lockboxes, seller boxes, presentation supplies, and event items
- Assemble listing and buyer presentation binders
- Notify management when supplies or inventory need to be replenished
- Help maintain clean and organized office and storage areas
Local Errands and Operational Support
- Use the company-provided vehicle for authorized business errands and property visits
- Pick up and deliver lockboxes
- Pick up, deliver, or install sign panels and sign riders
- Transport documents between clients, vendors, properties, title companies, and the office
- Pick up supplies, marketing materials, and other business-related items
- Visit properties to change signage, assist with staging, or address operational needs
- Complete other local business errands as assigned
- Keep the company vehicle reasonably clean
- Promptly report vehicle maintenance needs, damage, accidents, tickets, or mechanical concerns
- Follow all company vehicle policies and safe-driving requirements
General Administrative Support
- Assist team members with administrative and operational projects
- Track assigned tasks and deadlines
- Identify missing information or incomplete items
- Communicate promptly when a task cannot be completed or additional information is needed
- Help improve the organization and consistency of recurring office procedures
- Complete other responsibilities based on the company’s needs
Qualifications
- Strong organizational and time-management skills
- Excellent attention to detail
- Professional written and verbal communication
- Ability to manage multiple assignments and changing priorities
- Dependable, punctual, and consistent
- Comfortable working independently
- Able to follow established systems, procedures, and checklists
- Comfortable making phone calls and following up with vendors
- Comfortable learning real estate, MLS, transaction, calendar, and property management systems
- Able to handle confidential client, tenant, financial, and transaction information
- Comfortable completing office work, property visits, and local errands
- Previous administrative, real estate, transaction coordination, or property management experience is preferred
- A real estate license is helpful but not required
- Valid driver’s license and satisfactory driving record required
- Comfortable driving a company-provided vehicle throughout the local service area
- Personal transportation required for travel to and from the primary work location
Physical Requirements - This position may require local driving, walking through rental properties, organizing inventory, moving signs, carrying supplies, and placing or removing light staging items.The employee must be able to lift and carry approximately 25 to 30 pounds, with or without reasonable accommodation.
Company Vehicle - A company vehicle will be available for authorized business errands, property visits, inspections, sign and lockbox delivery, supply runs, and other approved work activities.The employee will be expected to:
- Operate the vehicle safely and legally
- Use the vehicle only for authorized business purposes
- Maintain a valid driver’s license and satisfactory driving record
- Immediately report accidents, tickets, damage, or mechanical concerns
- Keep the vehicle’s interior reasonably clean
- Remove business materials from the vehicle when appropriate
- Return the vehicle, keys, and fuel card according to company procedures
- Never permit an unauthorized person to operate the vehicle
What Success Looks Like - A successful person in this role will:
- Complete tasks accurately and within the expected timeline
- Keep management informed without requiring repeated follow-up
- Maintain organized transaction, listing, client, property, and inventory records
- Follow maintenance and vendor requests through completion
- Anticipate recurring needs before they become urgent
- Maintain an accurate end-of-day task report
- Handle client, tenant, and property information professionally and confidentially
- Help Tim, Michele, and the rest of the team operate more efficiently
Compass Home Group is an equal opportunity employer. Employment decisions are based on qualifications, merit, business needs, and applicable legal requirements.
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k)
- Professional development assistance
Work Location: In person
