Executive Administrator, Boutique Real Estate Team (Remote Position)
eXp Realty · Florida, United States
- Hybrid
- Full-time
- $70,000 / year
- Florida, United States
Job highlights
- Manage real estate transactions from contract to close.
- Build and automate operational workflows.
- Coordinate clients, vendors, and multiple parties.
- Requires exceptional attention to detail.
- Opportunity for growth and autonomy.
About the role
Executive Administrator, Boutique Real Estate Team (Remote Position)
eXp Realty is seeking an exceptional Executive Administrator for their top-ranked boutique real estate team in South Florida. This is a unique opportunity to build operational excellence within an established team that prioritizes quality service. You will own operations, systematize workflows, and create the infrastructure to serve clients at the highest level, enabling a sustainable work-life balance.
About the Opportunity
Join a top 5% real estate team in South Florida, with 14 years of establishment and a proven track record of 40 homes/year. This is a build-with-us role for an individual who thrives on transforming good systems into great ones. You will be responsible for owning operations, systematizing workflows, and creating the infrastructure that allows the team to serve clients exceptionally well without excessive working hours.
Compensation & Benefits
- Base Salary (W2): $70,000.00
- Benefits Stipend: $583/month ($7,000/year)
- Performance-Based Annual Bonus
- Work Schedule: Monday - Friday, 8:30 AM to 5:30 PM (with potential for late nights, especially in the first 6 months)
- Remote Position (U.S. based, reliable high-speed internet required)
- Growth Potential: Opportunities for higher-level operational or partnership roles
Core Responsibilities
- Transaction Coordination: Manage all aspects of 35-40 transactions annually, from contract initiation to closing.
- Systems Building: Document, refine, and automate existing workflows using tools like Google Suite, Trello, Jotform, and Asana.
- Client Communication: Conduct daily touch-points, provide negotiation support, and actively solve client issues.
- Vendor Management: Coordinate effectively with inspectors, contractors, lenders, and title companies.
- Quality Control: Ensure all contracts and documentation are error-free.
- Project Management: Maintain organization and meet deadlines for 30-40 simultaneous transactions.
What Success Looks Like
- First 30 Days: Shadow current processes, learn the transaction flow, identify top 3 system gaps, and take ownership of 2-3 active transactions.
- First 60 Days: Independently manage all transactions with 95%+ accuracy, document 3 core processes for repeatability, and reduce management involvement in administrative details by 70%.
- First 6 Months: Ensure smooth business operations during a week-long vacation, achieve client satisfaction scores consistently 9+/10, and implement 2-3 automations saving significant weekly hours.
What Makes This Role Complex (And Rewarding)
- Managing multiple simultaneous transactions with competing deadlines.
- Handling diverse client situations, from routine to emotionally charged (e.g., divorce, death, financial stress).
- Resolving unexpected issues requiring creative problem-solving (e.g., title defects, inspection surprises, resource juggling).
- Coordinating various parties (buyers, sellers, agents, lenders, attorneys) with different communication styles.
What's Required
- Exceptional attention to detail for handling six/seven-figure contracts.
- Ability to remain calm under pressure and be a steady force during challenging situations.
- Proactive communication skills to anticipate and prevent problems.
- Strong systems thinking to identify patterns and build effective processes.
- A fast computer and reliable high-speed internet connection.
- Willingness to use a personal phone for work applications (business phone provided later if desired).
What Makes It Worth It
- Direct impact on families during significant life transitions.
- Variety in daily tasks, as no two transactions are identical.
- Autonomy to own and shape the operational side of the business.
- Financial upside potential as the business grows.
You're the Right Fit If You:
- Possess 3+ years of experience in operations, project management, or transaction coordination.
- Take pride in achieving 98%+ accuracy and systematic execution.
- Enjoy complex problem-solving and interpersonal collaboration.
- Are motivated to build and improve systems, not just maintain them.
- Communicate proactively and professionally.
You're NOT the Right Fit If You:
- Prefer routine, repetitive tasks with minimal variation.
- Require extensive direction and hand-holding to complete tasks.
- View this role as
Skills & topics
- Executive Administrator
- Real Estate Operations
- Transaction Coordinator
- Systems Building
- Workflow Automation
- Project Management
- Client Relations
- Vendor Management
- Remote
- eXp Realty
How to get hired
- Tailor your resume: Highlight 3+ years in operations, project management, or transaction coordination, emphasizing accuracy and system-building.
- Craft a compelling cover letter: Address why operations and systems energize you and provide an example of bringing order to chaos.
- Showcase problem-solving skills: Be ready to discuss how you handle complex client situations and unexpected issues during interviews.
- Demonstrate technical aptitude: Mention proficiency with Google Suite, Trello, Jotform, and Asana, and confirm reliable internet.
- Emphasize proactive communication: Convey your ability to anticipate needs and manage multiple priorities effectively.
Technical preparation
Master Google Suite, Trello, Jotform, Asana.,Practice documenting and automating workflows.,Prepare transaction management case studies.,Test internet speed and computer performance.
Behavioral questions
How do you handle competing deadlines?,Describe a time you systematized a process.,How do you manage client expectations?,Tell me about a complex problem solved.
Frequently asked questions
- What are the primary responsibilities of an Executive Administrator at eXp Realty?
- The Executive Administrator at eXp Realty is responsible for managing all aspects of real estate transactions from contract to close, building and automating workflows, coordinating with clients and vendors, and ensuring quality control for contracts and documentation.
- Is this an Executive Administrator role at eXp Realty fully remote?
- Yes, this Executive Administrator position is a fully remote role, requiring the candidate to be U.S. based with reliable high-speed internet. While remote, some late nights may be expected, particularly in the initial months.
- What is the expected salary for the Executive Administrator position?
- The Executive Administrator role offers a base salary of $70,000.00, plus a $583/month benefits stipend ($7,000/year), and potential for performance-based annual bonuses. Compensation is W2.
- What kind of growth potential can an Executive Administrator expect at eXp Realty?
- eXp Realty offers significant growth potential for its Executive Administrators, including opportunities to move into higher-level operational roles, partnership positions, and potential equity participation in future ancillary ventures.
- What specific software or tools will an Executive Administrator use at eXp Realty?
- An Executive Administrator at eXp Realty will work with systems such as Google Suite, Trello, Jotform, and Asana. The role also involves documenting, refining, and automating workflows, and there's a budget for implementing new technology like AI and automation tools.
- How does eXp Realty support work-life balance for its Executive Administrators?
- eXp Realty is committed to work-life balance. Once systems are optimized (typically within 6-12 months), the role is designed to be sustainable with reasonable hours, as the team focuses on optimizing quality service rather than scaling to extreme transaction volumes.
- What are the key qualifications for the Executive Administrator role?
- Key qualifications include 3+ years in operations, project management, or transaction coordination, exceptional attention to detail, the ability to remain calm under pressure, proactive communication skills, systems thinking, a fast computer, and reliable high-speed internet.
- How should I apply for the Executive Administrator position at eXp Realty?
- To apply for the Executive Administrator position at eXp Realty, please submit your resume and a brief cover letter (200-300 words) via Indeed. Your cover letter should explain why operations and systems energize you and provide an example of a complex project you organized from chaos to clarity.