Administrative Assistant

Southaven Real Estate Team
• Southaven , MS , US

Posted 2 days ago

We are seeking a highly organized and reliable Administrative Assistant to support a high-volume real estate business in the Southaven, MS area. This role is responsible for managing operational execution, transaction flow, and client experience from contract to close. The right candidate is proactive, detail-oriented, and comfortable working independently in a fast-paced, deadline-driven environment.

This position is ideal for someone who thrives on structure, accountability, and follow-through and takes pride in running a smooth, professional operation behind the scenes.

The Administrative Assistant manages day-to-day operational execution for a real estate business, completing 100+ transactions per year. This role owns files, timelines, listings, and administrative client communication from contract to close. You will be expected to anticipate issues, enforce deadlines, and maintain a consistent, high-quality client experience while operating with minimal supervision.

This is a performance-driven role with compensation tied directly to closed transactions.

• Salary Range: $45,000 - $55,000
• Paid Time Off (PTO)
• Stipend Benefits Available
• Bonuses - Considered after a 60-day period
• Growth potential

• Open transaction files for same-day contracts that are received
• Enter, track, and manage all contract-to-close deadlines
• Coordinate with lenders, title companies, agents, inspectors, and vendors
• Monitor inspections, appraisals, repairs, and closing timelines
• Proactively identify potential issues and resolve them before escalation
• Maintain accurate MLS listings, including input, updates, price changes, and status changes
• Coordinate photography, signage, lockboxes, and showing instructions
• Prepare listings for launch and ensure listings go live on schedule
• Send seller preparation materials and listing timelines
• Manage standard client communication related to scheduling, status updates, timelines, and next steps using the agent’s approved communication channels
• Execute closing week and day-of-closing checklists and coordination
• Confirm closing disclosures, funds, recording, keys, and final logistics
• Own the operational client experience from contract to close
• Execute past-client follow-up systems, including newsletters, anniversary and birthday outreach, and client events
• Assign tasks to and oversee Virtual Assistant execution, accuracy, and performance
• Prepare weekly reports including active pipeline, upcoming closings, risks, and resolutions
• Document processes and maintain operational coverage procedures
• Continuously improve workflows, checklists, and systems

• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple files and deadlines simultaneously
• Comfortable working independently and enforcing timelines
• Professional, calm communicator under pressure
• Proactive problem-solver with strong follow-through
• Tech-savvy and able to quickly learn new systems
• Comfortable supporting a high-volume, fast-paced operation
• Real estate operations or transaction coordination experience preferred
• Comfortable with performance-based compensation
• Willingness to follow defined communication protocols and operational standards

We are a top-ranking real estate brokerage in the Southaven area, known for our commitment to excellence and exceeding expectations. If this sounds like you, reach out and apply today!