Are You the Person Who Notices What Everyone Else Misses?
You notice when a number is wrong. You catch the missing attachment before the email goes out. You believe files should be named consistently, documents should be where they belong, deadlines should be tracked, and completed work should actually be complete. You would rather take an extra moment to verify something than create a problem because you guessed.
If accuracy, organization, structure, and getting the details right come naturally to you, you may be exactly who we're looking for.
Crown Realty Experts is seeking a Part-Time Office Coordinator / Administrative Assistant who is exceptionally organized, conscientious, accurate, dependable, and comfortable working independently. This is an administrative and operational support position for someone who genuinely enjoys systems, checklists, documentation, organization, research, numbers, follow-through, and detailed work.
This is not primarily a social, sales, networking, or hospitality position. Professional and courteous communication is important, but much of your success will come from your ability to concentrate, follow established processes, work independently, and consistently produce accurate work.
The Person We're Looking For
The ideal candidate notices inconsistencies and wants to correct them. You read instructions carefully before beginning, double-check your work, keep detailed notes instead of relying on memory, and appreciate clear expectations and established procedures. You naturally create order from disorganization and enjoy the satisfaction of completing a checklist, reconciling information, organizing a file, or getting a system working correctly.
You should be comfortable performing repetitive and detail-oriented tasks accurately without needing constant interaction or supervision. When information is unclear, we want someone who asks a thoughtful question rather than making an assumption. When something cannot be completed immediately, you have a system for tracking it until it is actually finished.
Accuracy matters in this position. A task being "almost right" can create significant problems in real estate. Names, dates, documents, deadlines, property information, financial information, communications, and records must be handled carefully. We value accuracy, consistency, documentation, accountability, confidentiality, and follow-through.
What You'll Be Responsible For
Your responsibilities will include maintaining organized electronic and physical files, preparing and organizing documents, scanning and uploading records, accurate data entry, maintaining databases and CRM records, managing calendars and appointments, tracking deadlines, creating and following administrative checklists, monitoring outstanding tasks, answering and documenting office phone calls, organizing correspondence, maintaining office records, coordinating with approved vendors and service providers, and assisting with general day-to-day office operations.
You will also assist with property-related administrative work, including organizing property files, documentation, photography and inspection information, vendor coordination, marketing production, and other administrative activities that support our real estate operations. Because this is an unlicensed administrative position, you will not be expected or permitted to perform activities requiring a Tennessee real estate license, such as showing properties, negotiating terms, providing real estate advice, or representing clients.
Light bookkeeping will also be part of this position. Responsibilities may include assisting with basic financial recordkeeping, entering and categorizing transactions, organizing receipts and invoices, tracking expenses, maintaining supporting documentation, assisting with accounts payable as assigned, and helping maintain accurate bookkeeping records in QuickBooks. You may also be responsible for identifying discrepancies or missing financial documentation and preparing organized financial records or reports for review by management, our bookkeeper, or accountant.
This role also requires proofreading, research, maintaining organized systems, following established workflows, and recognizing when information is incomplete or inconsistent. We want someone who doesn't simply enter information because it was handed to them. We value someone who notices when something doesn't look right and takes the appropriate steps to verify it.
QuickBooks & Bookkeeping Experience Preferred
QuickBooks experience and previous light bookkeeping experience are strongly preferred. The ideal candidate will be comfortable working with numbers, spreadsheets, receipts, invoices, expenses, and basic financial reports and will have the attention to detail necessary to identify discrepancies rather than simply entering information without verifying it.
You do not need to be an accountant or professional bookkeeper. However, candidates with QuickBooks experience, light bookkeeping experience, and demonstrated accuracy in financial recordkeeping will receive additional consideration.
This Position May Be a Great Fit If...
You enjoy detailed administrative work and find satisfaction in getting things organized correctly. You prefer having systems and procedures rather than reinventing the process every time. You don't mind checking your work twice. You can sit down with a task list and work independently without needing someone to continually redirect you. You are comfortable with numbers, technology, spreadsheets, documents, and databases. You appreciate clear expectations and like knowing exactly what "done" looks like.
You also understand the difference between being busy and being productive. Starting ten things isn't as valuable as completing the right things accurately and on time.
This Position Is Probably NOT a Good Fit If...
This position may not be the right fit if you need frequent social interaction throughout the day to stay energized, strongly dislike repetitive or detail-heavy work, become bored following established processes, prefer improvising rather than using procedures or checklists, or tend to work primarily from memory instead of documenting information.
It also may not be a good fit if you frequently move on to something new before completing your previous task, become frustrated when asked to double-check your work, consistently prioritize speed over accuracy, dislike administrative work or data entry, or need frequent supervision to remain on task.
There is nothing wrong with those working styles. They simply aren't what this particular position requires.
We need someone who genuinely likes detail-oriented administrative work.
Work Environment & Schedule
This is an in-office position in Nashville, Tennessee, scheduled for up to 20 hours per week, typically across three days. Specific days and hours will be established with the selected candidate.
Much of your work will be performed independently in an office environment. There will be phone calls, visitors, vendors, and interaction with others, but this is not a position built around continuous conversation or social engagement.
You must be comfortable sitting down, focusing, working through a task list, documenting what you've completed, and moving methodically from one priority to the next.
A predictable and consistent weekly schedule is important. This position is best suited for someone who can commit to regular scheduled office hours rather than someone whose availability changes substantially from week to week.
Qualifications
Previous administrative, office, bookkeeping, accounting support, or real estate experience is preferred. Candidates should have strong computer and technology skills, excellent organizational ability, accurate data-entry skills, strong written communication, professional telephone skills, and the ability to follow written procedures and maintain confidential information.
Experience with QuickBooks is strongly preferred. Experience with CRMs, databases, spreadsheets, electronic filing systems, document management, accounting software, or other office technology is also valuable.
Experience in real estate, legal, accounting, banking, insurance, title, mortgage, healthcare administration, compliance, or another documentation-heavy environment may be especially helpful because these fields require accuracy, confidentiality, deadlines, and attention to detail.
Reliable transportation and consistent availability for scheduled in-office hours are required.
How We Define Excellence
At Crown Realty Experts, excellence isn't simply being busy.
It means the information is accurate. The document is saved in the correct place. The transaction was entered correctly. The receipt is attached. The deadline is on the calendar. The file is complete. The follow-up happened. The notes are documented.
And when someone asks, "What happened with that?" we don't have to reconstruct the answer from memory.
There is a system, and the system tells us.
If reading that makes you think, "Yes. That's exactly how an office should operate," we want to hear from you.
To Apply
Please submit your resume through Indeed and answer the following questions. Applications without completed answers may not be considered.
- When you receive a task you've never done before, what steps do you normally take before beginning?
- You discover that information in a spreadsheet doesn't match information in a client file. What would you do?
- Describe a system, checklist, spreadsheet, filing method, or process you've personally used to keep your work organized.
- Tell us about a time you caught an error that someone else missed. What did you notice, and what did you do?
- Which type of work do you naturally prefer and why: interacting with people throughout the day or having uninterrupted time to complete detailed administrative work?
- How do you keep track of tasks that cannot be completed immediately?
- What experience do you have with QuickBooks, bookkeeping, expense tracking, invoices, receipts, or other financial recordkeeping?
- What days and hours can you consistently work each week?
- Please rate yourself from 1-10 in each of the following areas: attention to detail, following written procedures, proofreading, data entry, organization, technology, working independently, and comfort working with numbers.
- What software, CRMs, databases, spreadsheets, bookkeeping programs, or office systems have you used?
Attention-to-detail instruction: Please begin your response to Question #1 with the word CROWN.
About Crown Realty Experts
Crown Realty Experts is a Nashville-based real estate company committed to professionalism, integrity, accuracy, excellent service, and doing things the right way.
We're looking for someone who takes genuine satisfaction in bringing order, accuracy, consistency, and follow-through to an operation. We want someone who understands that the details matter and takes pride in producing work that can be trusted.
If that's how your mind naturally works, we'd like to hear from you.
Don't gamble with your real estate - call an expert - Crown Realty Experts.
Crown Realty Experts is an equal opportunity employer. Employment decisions are made without regard to legally protected characteristics.
Pay: $20.00 - $25.00 per hour
Benefits:
Work Location: In person
