Executive Assistant Real Estate Operations Transactions
RE/MAX Professionals, Castle Rock, Colorado, United States, 80104
We are seeking a full-time, professional, proactive, and highly organized Executive Assistant to support a busy, high-performing, faith-based real estate team. This position works closely with the Employing Broker/Owner and is responsible for supporting both executive priorities and the daily execution of the business. This role goes far beyond traditional administrative support. The ideal candidate has hands-on real estate experience and is confident managing contracts, transactions, timelines, client communication, office operations, and event coordination. You will be trusted with sensitive information, fast-moving deadlines, and high-touch client interactions from contract to close.
Responsibilities
Maintain the CRM and transaction management systems, ensuring all client and deal data is accurate and up to date Manage client gifting initiatives, including closing gifts, milestone gifts, and client appreciation programs Maintain gifting and event calendars to ensure timely and consistent client touchpoints Coordinate client appreciation events, educational events, team events, and community-facing events Manage priorities with a strong understanding of real estate deadlines Screen, prioritize, and communicate time-sensitive information related to active transactions Prepare, review, and manage real estate contracts, amendments, disclosures, and addenda Track all contract deadlines, contingency dates, inspection periods, and closing timelines Coordinate with title, escrow, lenders, inspectors, appraisers, and cooperating agents to ensure smooth transactions Maintain accurate and compliant transaction files in accordance with brokerage and state regulations Assist with contract execution, document compliance, and post-closing file organization Create, document, and improve Standard Operating Procedures (SOPs) related to transactions, client care, and internal workflows Manage national agent referrals and referral documentation Show properties on occasion, as needed Support special projects, events, and business initiatives as assigned Other duties as assigned Qualifications
Excellent communication skills, time management skills, interpersonal skills, and organizational skills Bachelor’s Degree, Associate Degree, or equivalent professional experience Proven experience working in real estate as a Transaction Coordinator, Executive Assistant in real estate, Licensed Assistant, or similar role Strong working knowledge of real estate contracts, timelines, and compliance requirements Ability to manage multiple assignments with accuracy and urgency Excellent written and verbal communication skills with clients and professionals Highly organized, detail-oriented, and deadline-driven Comfortable working in fast-paced, high-accountability environments Technically proficient with Google Workspace / Microsoft Office, CRM systems Demonstrates discretion, professionalism, and confidentiality at all times Real estate license is a plus Compensation: $25 - $35 hourly
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Maintain the CRM and transaction management systems, ensuring all client and deal data is accurate and up to date Manage client gifting initiatives, including closing gifts, milestone gifts, and client appreciation programs Maintain gifting and event calendars to ensure timely and consistent client touchpoints Coordinate client appreciation events, educational events, team events, and community-facing events Manage priorities with a strong understanding of real estate deadlines Screen, prioritize, and communicate time-sensitive information related to active transactions Prepare, review, and manage real estate contracts, amendments, disclosures, and addenda Track all contract deadlines, contingency dates, inspection periods, and closing timelines Coordinate with title, escrow, lenders, inspectors, appraisers, and cooperating agents to ensure smooth transactions Maintain accurate and compliant transaction files in accordance with brokerage and state regulations Assist with contract execution, document compliance, and post-closing file organization Create, document, and improve Standard Operating Procedures (SOPs) related to transactions, client care, and internal workflows Manage national agent referrals and referral documentation Show properties on occasion, as needed Support special projects, events, and business initiatives as assigned Other duties as assigned Qualifications
Excellent communication skills, time management skills, interpersonal skills, and organizational skills Bachelor’s Degree, Associate Degree, or equivalent professional experience Proven experience working in real estate as a Transaction Coordinator, Executive Assistant in real estate, Licensed Assistant, or similar role Strong working knowledge of real estate contracts, timelines, and compliance requirements Ability to manage multiple assignments with accuracy and urgency Excellent written and verbal communication skills with clients and professionals Highly organized, detail-oriented, and deadline-driven Comfortable working in fast-paced, high-accountability environments Technically proficient with Google Workspace / Microsoft Office, CRM systems Demonstrates discretion, professionalism, and confidentiality at all times Real estate license is a plus Compensation: $25 - $35 hourly
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