Administrative & Marketing Assistant

Full Job Description

We're seeking a dependable, detail-oriented team member to streamline operations across our Florida and Wisconsin offices. This role blends transaction management, CRM upkeep, marketing execution, phone answering/call routing and logging, and operational support to ensure smooth closings and consistent brand visibility. You'll play a key behind-the-scenes role in supporting our agents and clients through exceptional systems, not surprises.

Job Responsibilities

1. Transaction Coordination (Closings)

• Manage all transaction files from contract to close
• Coordinate with title companies, lenders, co-op agents, and clients
• Collect, upload, and archive all required documents
• Track key contract dates and send timely reminders to agents
• Prepare commission disbursement authorizations and ensure full compliance

2. CRM Management (Follow Up Boss)

• Log and update all deal stages and contact info in the CRM
• Tag closed deals with property, client, and agent metadata
• Keep the database clean (merge duplicates, apply tags, etc.)

3. Marketing & Social Media

• Post every closed deal to active social profiles (templates provided)
• Order “For Sale” signs, riders, and “Sold” stickers
• Schedule “Just Sold” and “Congrats” posts via Canva or designated tools
• Assist with agent flyers and marketing collateral as needed

4. Phone Answering & Call Routing

• Answer inbound calls for both offices with professionalism and accuracy
• Log all calls in the CRM and route them to the correct agent
• Notify agents immediately with relevant call context and follow-up details

5. Operational & Office Support

• Order supplies, signs, and client gifts for both offices
• Maintain digital and physical file systems for compliance and audits
• Assist with MLS forms and listing prep logistics
• Support internal team communication and admin needs

6. Marketing & Data Tasks

• Help prepare the weekly email newsletter (Mailchimp or similar)
• Support company social campaigns and community events
• Execute light data entry, follow-up tracking, and routine admin tasks as assigned
• Use Canva VERY well

Understand the value of your position and bring value through your own initiatives with things that can improve.

Job Requirements

Experience & Skills

• Minimum 2 years of administrative or real estate office experience (its a plus, not required)
• Strong attention to detail, organization, and time management
• Comfortable using or learning: Lofty (formerly Chime) CRM, MLS platforms (Stellar, MetroMLS), Office365 suite (Outlook, Word, Excel, OneDrive, Teams), Canva, Social media platforms (Instagram, Facebook, LinkedIn, etc.)
• Ability to handle multi-line phone systems and route calls properly via CRM
• Excellent written and verbal communication in English (Spanish is a plus)
• Calendar / Appointment Setting

Technical Proficiency

• CRM data input and pipeline management
• Email/calendar coordination in Outlook
• Digital file organization via OneDrive
• Light design work (flyers, posts) using Canva or templates

Mindset & Traits

• Proactive — takes initiative on process improvements
• Reliable — dependable, consistent, punctual
• Resourceful — solves problems with minimal supervision
• Client-centered — focused on smooth service and follow-through
• Tech-literate — confident navigating modern platforms

Work Environment

• Full-time (on-site or hybrid based on office location)
• Able to support two offices across Eastern and Central time zones
• Occasionally assist with on-site tasks (sign delivery, event prep, etc.)

In simple terms, I’m looking for someone who genuinely enjoys data entry and maintaining clean, accurate systems and can layer that precision with strong marketing instincts to help us stay visible, organized, and client-ready every day.

Skills Required

• Content creation for Social Networks - Intermediate
• Admin Support - Intermediate
• Marketing - Intermediate
• CRM - Intermediate
• Writing & Composition - Intermediate
• Real Estate - Intermediate
• Communication Skills - Expert

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