Real Estate Executive Assistant

This role supports daily operations across brokerage transactions, listings, property management, and executive-level organization. The successful candidate will manage tasks from assignment through completion, maintain accurate systems, and ensure continuity across transactions and projects.

This position requires strong organizational skills, attention to detail, responsiveness during work hours, and the ability to work independently once direction is provided.

• Coordinate the full lifecycle of real estate transactions from offer through closing
• Prepare and organize purchase memorandums, contracts, disclosures, and addenda using Dotloop and Docu Sign
• Track transaction timelines and required milestones in accordance with established SOPs
• Maintain continuity across emails, documents, and transaction records
• Communicate with attorneys, lenders, inspectors, and title companies to support timely closings
• Coordinate post-closing follow-ups, including client reviews and referrals

• Coordinate listing preparation, including photography, signage, lockboxes, and marketing logistics
• Upload and manage listings in MLS
• Track listing paperwork sent, signed, and pending
• Schedule and manage showings using Showing Time
• Provide regular status updates on listings and activity

• Maintain accurate and organized systems within:
• Google Drive / Google Workspace
• Lofty CRM
• Dotloop
• Track tasks digitally from assignment through completion
• Ensure documentation and task tracking are centralized and up to date
• Identify and implement workflow improvements to enhance operational efficiency

• Assist with paying property bills and tracking expenses using Buildium
• Track expenses for rental properties, renovations, and investments
• Assist with purchasing materials, supplies, and services
• Coordinate deliveries, timelines, and vendor follow-ups
• Support Quick Books data entry, reconciliations, and wire tracking
• Assist with entity setup (LLCs) and compliance documentation
• Track commissions and basic banking activity

• Manage calendars, scheduling, and inbox organization
• Draft professional correspondence and internal documentation
• Track renovation and investment projects and coordinate vendors and contractors

• Valid driver’s license and reliable personal vehicle
• Strong working knowledge of Google Workspace (Docs, Sheets, Gmail, Calendar)
• Minimum of 2 years’ experience in real estate operations, transaction coordination, or property management
• Experience with Dotloop, Docu Sign, CRM systems (Lofty preferred), and Buildium or similar platforms
• Ability to manage multiple tasks and priorities independently
• Experience working with structured processes or SOPs
• Strong responsiveness and communication during work hours (phone, email, text)

$50,000 - $55,000 yearly

We are a high-volume real estate brokerage and investment firm specializing in acquisitions, sales, property management, and development. Our operation is fast-paced, detail-driven, and systems-oriented. We work with clear processes, defined expectations, and a strong focus on execution.

We are seeking a Real Estate Executive Assistant / Operations & Transaction Coordinator to work directly with ownership and a lead real estate professional. This role is ideal for someone who thrives in structured environments, follows established processes, manages multiple priorities independently, and takes ownership of outcomes.