We are seeking a proactive and highly organized Real Estate Team Administrative Assistant to support a high-performing real estate team. This role is central to managing appointments, client follow-up, transaction support, and the creation of marketing materials. The ideal candidate is detail-oriented, comfortable communicating with clients, and capable of keeping multiple agents and projects on track in a fast-paced environment.
Appointment Management & Follow-Up
Schedule and confirm listing appointments, buyer consultations, showings, and inspections Conduct outbound and inbound follow-up with leads, past clients, and prospects via phone, email, and text Maintain accurate appointment records and ensure agents are prepared for all meetings Track follow-up tasks and reminders within the CRM Administrative & Team Support
Manage calendars for team members and coordinate daily priorities Answer phones, respond to inquiries, and route messages appropriately Organize digital files, contracts, and client records Support internal team systems, processes, and reporting Transaction & Listing Support
Prepare and organize listing and transaction paperwork Ensure deadlines and compliance requirements are met Coordinate with clients, lenders, title companies, inspectors, and vendors Update transaction status and maintain checklists Marketing & Branding Support
Create and update marketing materials such as flyers, brochures, postcards, and email campaigns Assist with listing marketing, including MLS input, property descriptions, and coordination of photos, signage, and lockboxes Manage and schedule social media posts and online listings Ensure all marketing materials are on-brand and up to date Client Experience
Serve as a consistent point of contact for clients throughout the sales process Provide timely updates and professional communication Support client events, campaigns, and post-closing follow-up Qualifications
Required Strong organizational and multitasking skills Excellent written and verbal communication skills Proficiency with Microsoft Office or Google Workspace Comfortable making phone calls and conducting follow-up Ability to manage confidential information with discretion Preferred Previous experience in real estate or a fast-paced administrative role Familiarity with CRM systems, MLS platforms, and real estate workflows Experience creating marketing materials (Canva, Adobe, or similar tools) Real estate license or willingness to obtain one (if required) Skills & Attributes Detail-oriented with strong follow-through Organized, reliable, and deadline-driven Confident communicator with a service mindset Tech-savvy and quick to learn new systems Team-oriented with a proactive approach Position Details
Full-time In-office – located in Hoboken NJ Compensation based on experience
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Schedule and confirm listing appointments, buyer consultations, showings, and inspections Conduct outbound and inbound follow-up with leads, past clients, and prospects via phone, email, and text Maintain accurate appointment records and ensure agents are prepared for all meetings Track follow-up tasks and reminders within the CRM Administrative & Team Support
Manage calendars for team members and coordinate daily priorities Answer phones, respond to inquiries, and route messages appropriately Organize digital files, contracts, and client records Support internal team systems, processes, and reporting Transaction & Listing Support
Prepare and organize listing and transaction paperwork Ensure deadlines and compliance requirements are met Coordinate with clients, lenders, title companies, inspectors, and vendors Update transaction status and maintain checklists Marketing & Branding Support
Create and update marketing materials such as flyers, brochures, postcards, and email campaigns Assist with listing marketing, including MLS input, property descriptions, and coordination of photos, signage, and lockboxes Manage and schedule social media posts and online listings Ensure all marketing materials are on-brand and up to date Client Experience
Serve as a consistent point of contact for clients throughout the sales process Provide timely updates and professional communication Support client events, campaigns, and post-closing follow-up Qualifications
Required Strong organizational and multitasking skills Excellent written and verbal communication skills Proficiency with Microsoft Office or Google Workspace Comfortable making phone calls and conducting follow-up Ability to manage confidential information with discretion Preferred Previous experience in real estate or a fast-paced administrative role Familiarity with CRM systems, MLS platforms, and real estate workflows Experience creating marketing materials (Canva, Adobe, or similar tools) Real estate license or willingness to obtain one (if required) Skills & Attributes Detail-oriented with strong follow-through Organized, reliable, and deadline-driven Confident communicator with a service mindset Tech-savvy and quick to learn new systems Team-oriented with a proactive approach Position Details
Full-time In-office – located in Hoboken NJ Compensation based on experience
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