Office Administrative Assistant — Real Estate BrokerageAbout the Position
Saffron Real Estate is a growing independent real estate brokerage seeking a highly organized, technology-savvy and self-motivated Office Administrative Assistant.
This is not simply a receptionist position. The person in this role will help manage the administrative systems that keep a busy real estate brokerage organized and operating efficiently.
The ideal candidate is dependable, detail-oriented, comfortable working independently, able to prioritize competing responsibilities and interested in growing with the company.
Primary ResponsibilitiesOffice & Brokerage Administration
- Provide day-to-day administrative support to the Broker and agents
- Maintain organized digital files and office records
- Assist with transaction and document coordination
- Track outstanding documents, tasks and deadlines
- Assist with agent onboarding and brokerage setup
- Maintain accurate information within company systems
- Prepare correspondence, documents and reports
- Assist with scheduling and office coordination
- Help develop and maintain administrative checklists and procedures
Client Care
- Communicate professionally with clients, agents, vendors and prospects
- Respond promptly to client and agent requests
- Assist with appointment scheduling and follow-up
- Maintain a high level of professionalism and confidentiality
CRM & Database Management
- Maintain accurate client and prospect information within the CRM
- Enter and update contacts, notes, activities and follow-up dates
- Ensure communications are properly logged
- Maintain organized prospect and client databases
- Assist with follow-up campaigns and database organization
Marketing Support
- Assist in creating and coordinating marketing materials
- Assist with listing marketing
- Support email and social media marketing
- Help maintain marketing databases and campaigns
- Assist with brokerage and agent marketing initiatives
Lead Management & Follow-Up
This position will also assist with incoming lead management.
Responsibilities may include:
- Respond promptly to new inquiries
- Make initial outbound calls when required
- Qualify incoming prospects
- Schedule appointments
- Conduct basic prospect research
- Follow up with leads by phone, email, text and CRM
- Maintain accurate follow-up records
- Help ensure opportunities do not fall through the cracks
This is primarily an administrative and operations position with lead-management responsibilities—not a commission-based sales position.
The Successful Candidate Must Be Able To
- Work independently
- Manage multiple projects simultaneously
- Prioritize urgent versus important tasks
- Meet deadlines consistently
- Follow detailed procedures
- Identify problems and take initiative to solve them
- Communicate professionally
- Maintain confidential information
- Learn new technology quickly
- Follow through without requiring constant supervision
Required Skills
- Strong organizational and time-management skills
- Excellent attention to detail
- Excellent written and verbal communication
- Professional client-service skills
- Strong computer and internet skills
- Proficiency with Microsoft Office and/or Google Workspace
- Ability to learn CRM and real estate technology
- Comfortable working with spreadsheets, PDFs and electronic documents
- Comfortable communicating by phone, email and text
Preferred Experience
Experience in one or more of the following is helpful but not required:
- Real estate brokerage
- Real estate transaction coordination
- Mortgage
- Title
- Property management
- Legal or professional office administration
- CRM/database management
- Marketing administration
Experience with CRM software, Dotloop, MLS, ShowingTime, BoldTrail/KVCORE, Canva or similar platforms is a plus.
Who May Be a Strong Fit
You may be a strong candidate if you:
- Have previously excelled as an administrative or executive assistant
- Naturally create systems and checklists to stay organized
- Notice details other people miss
- Enjoy completing and organizing work
- Can determine what needs immediate attention without being told every step
- Are comfortable learning new software
- Enjoy working in a growing business environment
- Have an interest in real estate
- Take ownership of your responsibilities
REQUIRED APPLICATION MATERIALS
Please submit all of the following to be considered:
- Current résumé
- Professional references
- DISC Profile
Please complete the DISC assessment at:
https://www.tonyrobbins.com/ue/
Submit your completed DISC profile with your application.
List the office and technology platforms you have used professionally and briefly explain what you used each system for.
Examples may include:
Microsoft Office, Google Workspace, Excel/Google Sheets, CRM software, Dotloop, MLS, ShowingTime, BoldTrail/KVCORE, Canva, QuickBooks, electronic signature/document-management software, property-management software or similar platforms.
You do not need experience with every system listed. We are evaluating your overall technology proficiency and ability to learn new systems.
Imagine you arrive at work and the following happen at approximately the same time:
- A client is waiting for an important document.
- An agent needs assistance with a transaction file.
- The office phone is ringing.
- An important transaction deadline is approaching.
- The Broker asks you to complete another task.
Explain the order in which you would handle these responsibilities and why.
We are interested in how you evaluate urgency, communicate, organize your workload and make decisions.
Important
Applications that do not include the requested application materials and responses may not be considered.
Job Types: Full-time, Part-time
Pay: $15.00 - $25.00 per hour
Work Location: In person
