Administrative Assistant Real Estate Team

Posted a day ago

Description

We’re hiring a friendly, detail‑driven Office Administrator to join our busy real estate team in Anacortes, WA. This is a full‑time, in‑office position (Monday–Friday, 9:00 AM–5:00 PM) and a key role in supporting our agents, leadership, and clients with exceptional care.

In this role, you’ll be the heartbeat of our office—welcoming clients and guests, managing phones and email, preparing marketing materials, and assisting with social media and client events. You’ll help coordinate team meetings and celebrations, keep client files organized, assist with closing gifts, run occasional errands, and provide hands‑on support to our team leader to keep daily operations running smoothly.

The right person for this role is organized, proactive, and service‑minded. You enjoy juggling multiple tasks, take pride in keeping things organized, and find fulfillment in supporting a high‑performing team while delivering a top‑tier client experience. If you thrive in a fast‑paced environment and love being the go‑to person who keeps everything on track, we’d love to meet you.

Client Communication & Experience

• Answer and manage incoming office calls, texts, and voicemails; maintain accurate contact records
• Greet clients and visitors warmly, offer refreshments, and provide relevant information packets
• Collect client details and keep the team leader informed of walk‑ins or inquiries when unavailable

Marketing & Listing Support

• Assemble and coordinate printing of CMAs and pre‑listing packets
• Track, organize, and restock buyer guides, listing materials, and marketing resources

Office & Meeting Coordination

• Prepare and reset the conference room for meetings; assist with Zoom setup as needed
• Keep the office organized, welcoming, and well‑stocked with supplies, beverages, and seasonal décor

Administrative & Systems Support

• Schedule and manage Zoom meetings and calendars
• Enter new leads into Follow Up Boss, assign tasks, and notify appropriate team members
• Assist with data entry and daily administrative needs to keep operations running smoothly
• Report agent stats to Team Leader

Client Gifting & Team Celebrations

• Coordinate birthdays, anniversaries, and team milestones with cards, gifts, and décor
• Prepare, deliver, and track client thank‑you and closing gifts; send congratulatory notes

Errands & Field Support

• Run local errands, including gift pickups, deliveries, and bootie basket management
• Manage lockboxes and provide occasional personal assistance to the team leader as needed

Social Media & Events

• Capture and share content for listings, events, and community moments
• Assist with planning and execution of team and client events, including quarterly gatherings and the annual client appreciation event
• Stay current on office tools and technology; provide admin support as needed
• Communicate with the team via Google Chat and email, and complete tasks assigned by leadership

• Prior experience in real estate, title/escrow, banking, or office administration is helpful, but not required
• Strong customer service skills with a warm, polished, and professional presence
• Positive attitude and a collaborative, team‑first mindset
• Comfortable using everyday technology, including Google Workspace, Microsoft Office, CRMs, and digital file systems
• Fast learner who can adapt to new tools and handle basic tech troubleshooting
• Reliable, trustworthy, and able to handle sensitive information with discretion
• Clear and confident written and verbal communication skills
• Flexible and willing to jump in wherever support is needed
• Creative problem‑solver with sound judgment and attention to detail
• High school diploma or GED required

$20 – $23 hourly

At Team Kelli Lang RE/MAX Gateway, we believe that a team will always outperform an individual
. We’re proud to serve clients across the Skagit Valley and Whidbey Island with grit, grace, and a little bit of fun. You’ll be part of a hardworking, high‑energy group that celebrates wins and makes every move feel seamless and stress‑free for clients.