Administrative Assistant

Responsibilities

• Develop and manage marketing materials for property listings, including proposals, offering memorandums, flyers, and research reports.
• Execute targeted email & mail campaigns and maintain contact databases for property promotions and branding initiatives.
• Support the lead agent and team with administrative tasks such as transaction coordination, pipeline documentation, and process optimization.
• Oversee deal tracking in pipeline software from proposal through closing, ensuring accurate documentation and compliance.
• Maintain client files and transaction records in alignment with firm and regulatory standards.
• Manage third-party listing platforms and route incoming leads to appropriate team members.
• Coordinate property signage logistics with vendors, including installation and removal.
• Regularly update internal databases and monitor market activity to support team insights such as On Market Deals & New Listings.
• Assist in collecting and organizing deal documentation (LOIs, PSAs, representation agreements, addendums).
• Contribute to team growth by supporting front-end business development and operational scalability

Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiar with Adobe Creative Suite (InDesign, Photoshop, Illustrator); experience preferred.
• Excellent verbal and written communication skills.
• Strong project management capabilities.
• Highly organized with the ability to manage multiple priorities and take initiative independently.
• Exceptional attention to detail.
• Collaborative and service-oriented team player.
• Skilled at handling multiple complex projects under pressure while meeting tight deadlines.