[Hiring] Real Estate Administrative Assistant @Inside Out Hiring

Role Description

Seeking a highly organized Administrative Assistant to support a busy real estate broker. Focus on administrative processes, property coordination, and stakeholder communication. Responsible for managing workflows, documentation, and multi-party coordination. Ideal candidate is proactive, detail-oriented, and process-driven. Opportunity to help build structure, improve workflows, and document processes (SOPs).

Key Responsibilities

• Administrative & Documentation Support:
  • Handle a wide range of administrative tasks related to real estate transactions and property management.
  • Assist in preparing and typing reports such as Broker Price Opinions (BPOs).
  • Organize documentation and maintain accurate property and transaction records.
  • Support submission of reports, photos, and documentation through client portals.
• Client Registration & Profile Management:
  • Maintain and update registrations with banks and asset managers.
  • Assist with onboarding new clients to expand property assignment opportunities.
  • Ensure profiles, credentials, and documentation remain current across platforms.
  • Track insurance and compliance documentation.
• Property Coordination & Task Tracking:
  • Monitor timelines to ensure inspections and tasks are completed on schedule.
  • Coordinate with inspectors and vendors for property inspections.
  • Upload inspection results, documentation, and photos into systems.
  • Identify and escalate property issues (maintenance, damages, etc.).
• Email & Communication Management:
  • Review and organize incoming emails for time-sensitive updates.
  • Communicate with agents and stakeholders regarding transaction changes.
  • Provide instructions for tasks such as earnest money deposits.
  • Support general communication related to property coordination.
• Process Documentation & SOP Development:
  • Assist in documenting internal processes and procedures.
  • Organize workflows into structured documentation and guides.
  • Contribute to building SOPs for scalability, training, and growth.
• Probate Lead Support & Business Development:
  • Assist in managing probate-related leads.
  • Organize information related to estates, attorneys, and prospects.
  • Support follow-ups with potential clients interested in probate services.

Qualifications

• Experience supporting real estate operations or administrative processes.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal English communication skills.
• Comfortable using email, documentation tools, and online systems.
• High attention to detail in handling documentation and inspections.
• Ability to work independently and stay proactive.
• Capable of handling time-sensitive tasks with urgency.
• Strong problem-solving and critical thinking skills.

Preferred

• Experience with REO or foreclosure-related real estate processes.
• Experience supporting probate real estate transactions or estate sales.
• Familiarity with property inspections and documentation workflows.
• Bilingual (English & Spanish) communication skills.

Personality Traits

• Highly proactive and takes initiative.
• Strong sense of urgency and prioritization skills.
• Detail-oriented and highly organized.
• Comfortable in a fast-paced, dynamic environment.
• Self-motivated with interest in long-term growth.
• Willing to contribute ideas and improve processes.