Real Estate Administrative Assistant

Real Estate Administrative Assistant

InsideOut is seeking a highly organized Real Estate Administrative Assistant to support a busy real estate broker. This role focuses on administrative processes, property coordination, and stakeholder communication. The ideal candidate is proactive, detail-oriented, and process-driven, with an opportunity to help build structure, improve workflows, and document processes (SOPs).

Role Overview

The client is an experienced real estate professional specializing in REO properties and probate-related real estate services. They work closely with banks, asset managers, attorneys, and estate representatives, focusing on managing and selling properties tied to foreclosures and estates. This is a deadline-driven environment requiring precise coordination of inspections, documentation, and communications. Services include property oversight, maintenance coordination, and estate support for out-of-town owners.

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 & Skills

• 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 Qualifications

• 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.

Key skills/competency

• Real Estate Administration
• Property Coordination
• Documentation Management
• Client Communication
• REO Properties
• Probate Real Estate
• Process Improvement
• Organizational Skills
• Attention to Detail
• Time Management