Senior Real Estate Administrative & Operations Coordinator
Job Type: Full-Time
Work Hours: Monday to Friday, 9:00 AM to 5:30 PM Pacific Time, with a 30-minute unpaid break
Salary: $1000 per month
Job Overview:
We are seeking a highly organized, proactive, and detail-oriented Senior Real Estate Administrative & Operations Coordinator to support the day-to-day operations of a real estate brokerage and advisory team.
The role will focus on sales support, lead follow-up, CRM management, marketing, research, and general real estate operations. The ideal candidate is highly organized, proactive, and able to independently manage tasks, follow-ups, and deadlines.
Organization and initiative are key to this role. The successful candidate should be comfortable maintaining to-do lists, tracking follow-ups, and using spreadsheets, notes, and Google Docs to keep tasks organized. They should also be resourceful and able to independently research questions using Google, AI tools such as ChatGPT, and other available resources before asking for assistance.
Key Responsibilities:
- Brokerage, Sales & Lead Support
- Provide sales support and assist with day-to-day activities related to leads, prospects, clients, and transactions.
- Follow up with leads and prospective clients in a timely and professional manner, while tracking lead activity, next steps, and outstanding items.
- Manage brokerage administrative workflows and coordinate new client intake.
- Assist agents and team members with research, documentation, scheduling, and other operational needs.
- Communicate and coordinate with clients, brokers, vendors, and other stakeholders.
- CRM & Organization
- Maintain and update the company CRM, currently Copper.com, ensuring contact, lead, and activity information is accurate and organized.
- Learn and become highly proficient in Copper.com using tutorials and available resources.
- Identify opportunities to improve CRM workflows and make better use of Copper.com's features.
- Maintain organized to-do lists, spreadsheets, notes, and task trackers to ensure deadlines, follow-ups, and outstanding tasks are completed.
- Use Google Drive, Google Sheets, Google Docs, and other Google Workspace tools to organize information and manage workflows.
- Maintain organized digital files, documents, and other company information.
- Real Estate Research & Platforms
- Conduct real estate research and property searches using the MLS, Zillow, LoopNet, and similar platforms.
- Gather, organize, and maintain property and market information in spreadsheets and other appropriate formats.
- Research questions and find solutions independently using online resources and AI tools before escalating them to the team whenever possible.
- Marketing Support
- Support email marketing campaigns and social media activities as needed.
- Track marketing tasks, deadlines, and deliverables to ensure timely completion.
- Maintain organized marketing and listing files and materials.
- Property Management Support
- Support property management activities as needed, including leasing, tenant communication, maintenance coordination, and vendor coordination.
- Assist with property management tasks using DoorLoop.
- Coordinate with vendors and trades for managed properties.
- Maintain organized property management files, documents, and information.
- Process Improvement & Independent Problem-Solving
- Take ownership of assigned tasks and follow through to completion with minimal supervision.
- Research questions and identify solutions independently using online resources, AI tools such as ChatGPT, and other available resources.
- Identify repetitive or inefficient tasks and recommend ways to improve workflows.
- Create and maintain checklists, notes, spreadsheets, and repeatable workflows to improve organization and efficiency.
- Learn and adapt to new tools, platforms, and systems as needed.
Required Skills & Qualifications:
- Prior experience in real estate or real estate operations is required, preferably in brokerage, sales support, or a similar role.
- Prior experience using DoorLoop is strongly preferred.
- Prior experience using a CRM is required. Experience with Copper.com is preferred.
- Prior property management experience is required.
- Strong proficiency with Google Drive, Google Sheets, Google Docs, and similar Google Workspace tools.
- Excellent organizational skills with a proven ability to maintain to-do lists, spreadsheets, notes, follow-ups, and deadlines.
- Strong critical-thinking and problem-solving skills.
- Strong research skills and the ability to independently find answers using online resources and AI tools.
- Highly proactive with excellent initiative and follow-through.
- Ability to take broad instructions and independently determine the appropriate next steps without requiring step-by-step direction.
- Ability to manage multiple priorities, meet deadlines, and keep recurring workflows on track.
- Experience using the MLS, Zillow, LoopNet, or similar real estate platforms is strongly preferred.
- High English proficiency, both written and verbal, with a clear and professional English accent.
- Excellent communication skills and ability to communicate professionally with clients, brokers, leads, vendors, and other stakeholders.
- Ability and willingness to learn new software independently and become proficient in company systems.
- Experience with email marketing and social media is a plus.
Note: An NBI or police clearance will be required upon acceptance of the job offer.
