Licensed Real Estate Operations Assistant
Detail-Oriented Real Estate Professional | Compliance, Paperwork & Operations
We're looking for a licensed real estate professional who enjoys the operational and administrative side of real estate and takes pride in getting the details right.
This role combines transaction paperwork, brokerage compliance, CRM management, and hands-on administrative support. You'll help ensure our files are complete and compliant, prepare materials and correspondence, handle hands-on office needs, and keep important projects moving behind the scenes.
This is a great fit for someone who enjoys real estate but especially loves the organization, systems, checklists, and follow-through that make a great real estate team run smoothly.
If you're organized, detail-oriented, proactive, and get satisfaction from knowing something was done correctly and completely, we'd love to meet you.
Position Details
- Schedule: Approximately 20–25 hours per week, with potential to grow. The exact schedule can be flexible within normal business hours (9–5), but assigned paperwork should be reviewed and acted on within 24 hours.
- License: Active New York State real estate license required
- Experience: Prior experience with real estate contracts, transaction paperwork, or brokerage compliance preferred
- Location: Hybrid. Much of the compliance and administrative work can be completed remotely, with approximately 10 hours per week (typically two shifts) in our Brighton office.
What You'll Do
Compliance & Transaction Paperwork
You'll own key pieces of the administrative side of our transactions, ensuring paperwork is complete, accurate, compliant, and submitted on time.
- Review listing and buyer paperwork for completeness and brokerage compliance
- Identify and resolve missing signatures, initials, disclosures, addenda, and other deficiencies
- Prepare listing paperwork from scratch when needed and send documents for electronic signature
- Complete and submit Howard Hanna paperwork, including Sales Submission Checklists, Purchase Contract Transmittals, and other required documentation
- Carefully review transaction details, including information affecting commissions and splits
- Confirm brokerage submissions are received and address corrections or missing information
- Maintain accurate electronic transaction files and upload completed documentation into our CRM
- Proactively follow up until outstanding paperwork and compliance issues are fully resolved
In-Person Administrative Support
Handle hands-on administrative tasks that help keep the team prepared, organized, and client-ready.
Responsibilities include:
- Order, track, organize, and wrap client and referral gifts
- Maintain gift inventory and ensure gifts are ready when needed
- Prepare listing, buyer, and other folders/packets
- Print, proof, assemble, and organize collateral and other materials
- Prepare/address mailings, cards, letters, and other correspondence
- Log completed correspondence, gifts, mailings, and other relevant activity in CRM
- Keep office supplies and commonly used materials organized and stocked; reorder as needed
- Assist with other hands-on office projects as needed
Accuracy matters just as much with these responsibilities as it does with transaction paperwork. Names, addresses, materials, gifts, and correspondence should be carefully checked before they leave our office.
Administrative & Team Support
Assist with additional operational projects, which may include:
- Coordinating client appreciation events, seminars, and community events
- Supporting special administrative projects
- Helping maintain an organized, efficient office and workflow
Responsibilities may evolve based on team needs and your strengths.
What Success Looks Like
- Paperwork is reviewed and acted on promptly, with accurate and complete submissions
- Missing items are identified and followed up on until fully resolved
- Brokerage submissions are accepted without unnecessary corrections
- Gifts, collateral, folders, and correspondence are accurate, polished, and ready when needed
- Our CRM accurately reflects completed activities and documentation
- Agents can confidently trust that assigned responsibilities are fully handled
What We're Looking For
The ideal candidate:
- Holds an active New York State real estate license
- Has experience with real estate contracts, transaction paperwork, or brokerage compliance; Howard Hanna experience is a plus
- Is exceptionally organized and detail-oriented
- Enjoys checklists, systems, and the administrative/operational side of real estate
- Notices when something doesn't look right and investigates
- Follows through until work is fully completed, including politely but persistently following up with others when needed
- Communicates professionally with clients, agents, attorneys, and office staff
- Can prioritize multiple responsibilities and move comfortably between computer-based and hands-on office work
- Is comfortable learning technology and takes pride in producing polished, accurate work
Our Systems
You'll regularly use:
- Real estate CRM
- Google Workspace
- TransactionDesk/Authentisign
- Howard Hanna systems
- Task management software
Experience with these or similar specific systems is helpful, but we don't expect every candidate to know all of them on day one.
Our Definition of "Done"
One of our team's core values is ownership.
For us, a task isn't complete when you've identified a missing document, sent an email, ordered an item, or printed a piece of collateral.
A task is complete when the intended outcome has actually been achieved.
That might mean the missing signature has been obtained, the brokerage has confirmed receipt of the paperwork, the gift has arrived and is wrapped, or the completed document has been uploaded into our CRM.
We don't expect perfection. We do expect someone who follows things through, pays attention to the details, and speaks up when something doesn't make sense.
If you naturally think this way, you'll fit in well here.
To Apply
Please include the word “organized” in the first sentence of your application so we know you carefully read this posting.
Please also briefly answer:
- What parts of working in real estate do you enjoy most?
- When reviewing paperwork, how do you make sure you don't miss important details?
We look forward to hearing from you!
Pay: $20.00 - $25.00 per hour
Benefits:
Experience:
- Real estate administrative: 1 year (Preferred)
License/Certification:
- NYS real estate license (Required)
Ability to Commute:
- Rochester, NY 14618 (Required)
Work Location: Hybrid remote in Rochester, NY 14618
