Real Estate Office Administrator & Transaction Coordinator
Part-Time with Opportunity to Grow into Full-Time
Realty ONE Group Excellence is seeking an experienced, organized, proactive, and professional Real Estate Office Administrator & Transaction Coordinator to support our growing real estate brokerage and assist the Broker/Owner with personal real estate transactions and business operations.
This is an ideal opportunity for someone who already understands the pace and moving parts of the real estate industry and is looking for a position with long-term growth potential. We are specifically seeking someone with previous real estate, transaction coordination, brokerage administration, title, mortgage, or related industry experience who can learn our systems quickly and take ownership of their responsibilities.
The position will initially be part-time with the opportunity to transition into a full-time role as production and responsibilities grow.
POSITION OVERVIEW
This is a hybrid role combining transaction coordination, executive/administrative support, brokerage office administration, agent assistance, and marketing coordination.
A significant part of the position will involve supporting the Broker/Owner's personal real estate production by helping manage transactions from contract to closing, coordinating listing activities, maintaining deadlines, communicating with clients and transaction partners, and ensuring that nothing falls through the cracks.
The ideal candidate is someone who doesn't need to be constantly told what to do next. You should be comfortable managing multiple priorities, anticipating needs, following up with people, solving routine problems, and keeping the Broker/Owner informed of important deadlines and issues.
KEY RESPONSIBILITIES
Transaction Coordination
- Coordinate real estate transactions from contract through settlement
- Track all contract dates, contingencies, inspections, appraisals, financing deadlines, and settlement requirements
- Maintain detailed transaction checklists and timelines
- Communicate with clients, agents, lenders, title companies, inspectors, appraisers, and other transaction partners
- Ensure required documents and signatures are obtained in a timely manner
- Assist with document preparation and transaction file organization
- Upload and maintain transaction documents in brokerage compliance systems
- Follow up on outstanding documents and action items
- Provide regular transaction status updates to the Broker/Owner
- Help coordinate inspections, appraisals, walkthroughs, settlements, and other transaction-related appointments
- Assist with post-closing follow-up and client care
Listing Coordination & Personal Business Support
- Assist with new listing preparation and launch coordination
- Coordinate photography, signage, lockboxes, marketing materials, and listing appointments
- Assist with MLS data entry and listing updates as permitted
- Monitor listing activity, showing feedback, and important listing-related communications
- Help prepare seller updates and marketing reports
- Coordinate open houses and property marketing activities
- Assist with buyer and seller follow-up
- Maintain and update the Broker/Owner's CRM and client database
- Help organize leads and ensure timely follow-up
- Assist with marketing campaigns, email communications, social media coordination, and database outreach
- Help manage day-to-day administrative priorities for the Broker/Owner's real estate business
Brokerage Office Administration
- Provide administrative support to the Broker/Owner and brokerage leadership
- Serve as a resource for agents with general administrative and office-related questions
- Assist agents with brokerage systems, forms, marketing resources, and basic transaction processes
- Help coordinate brokerage meetings, training sessions, events, and agent activities
- Maintain organized digital files, office records, and internal documents
- Assist with onboarding new agents and ensuring they receive necessary systems and resources
- Monitor general office communications and help ensure requests receive timely responses
- Assist with ordering office and marketing supplies as needed
- Help maintain a professional, organized, and welcoming office environment
Marketing & Business Development Support
- Assist with creating and coordinating property marketing materials
- Support email marketing and brokerage communications
- Assist with social media content scheduling and marketing initiatives
- Help coordinate brokerage recruiting and agent engagement campaigns
- Maintain marketing calendars and ensure projects are completed on schedule
- Work with outside vendors and marketing partners when necessary
THE IDEAL CANDIDATE
We are looking for someone who is:
- Experienced in real estate or a closely related industry
- Highly organized and detail-oriented
- Comfortable working independently and taking initiative
- Able to manage multiple transactions, deadlines, and priorities simultaneously
- An excellent communicator with a professional and friendly personality
- Strong with follow-up and comfortable holding others accountable for outstanding items
- Tech-savvy and able to learn new systems quickly
- Calm under pressure and capable of solving problems
- Dependable, trustworthy, and discreet with confidential information
- Someone who takes pride in completing tasks correctly and on time
- Interested in growing with the company rather than simply filling a temporary position
PREFERRED EXPERIENCE
Previous experience in one or more of the following is strongly preferred:
- Real estate transaction coordination
- Real estate brokerage administration
- Real estate assistant or executive assistant role
- Title or settlement services
- Mortgage or lending operations
- Property management administration
Experience with real estate CRMs, MLS systems, electronic signature platforms, transaction management software, Google Workspace, Canva, and social media platforms is a plus.
POSITION DETAILS
Schedule: Part-time to start, with the opportunity to grow into full-time based on production, business growth, and performance.
Work Environment: Professional real estate brokerage office with a fast-paced, entrepreneurial culture.
Location: Realty ONE Group Excellence, 9433 Common Brook Road, Suite 201, Owings Mills, MD 21117.
WHY JOIN US?
This is an opportunity to become an important part of a growing real estate organization—not simply perform administrative tasks.
The right person will work closely with an experienced Broker/Owner and entrepreneur, gain exposure to multiple areas of the real estate business, and have the opportunity to expand their role as the company and personal real estate production continue to grow.
We value people who bring ideas to the table, take ownership of their work, and want to grow professionally.
TO APPLY
Please submit your resume along with a brief introduction explaining your previous real estate or transaction coordination experience and why you believe you would be a good fit for this position.
Candidates with previous real estate industry experience are strongly encouraged to apply.
Pay: $20.00 - $25.00 per hour
People with a criminal record are encouraged to apply
Work Location: In person
