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  • Real Estate Administrative Assistant - Huntsville - Cinder and Company at Essential Real Estate

    Cinder and Company at Essential Real Estate
    Cinder and Company at Essential Real Estate Huntsville

    2 months ago

    $45,000 - $60,000 (USD) per year *
    Description

    About Us

    We are a growing real estate team serving Huntsville, Madison, and the North Alabama area. We pride ourselves on delivering exceptional client experiences, maintaining strong systems, and creating a supportive, professional environment for our team. We are looking for a highly organized, detail-oriented, and proactive Admin / Operations Manager to keep our business running smoothly and support both our agents and clients.

    Responsibilities:

    Agent & Team Support:

    • Manage new agent onboarding.

    • Attend and support agent training (preparation, logistics, follow-ups).

    Transaction Coordination for Team lead Only:

    • Oversee transaction coordination for both listings and buyer deals.

    • Manage listing coordination: MLS input, photography scheduling, sign installation, staging, and marketing setup.

    • Support buyer coordination: inspections, appraisals, deadlines, and closings.

    • Prepare and fill out contracts for review/signature.

    • Keep all timelines accurate and compliant in Follow Up Boss and Dotloop

    Administrative Tasks:

    • Order and manage supplies: signs, riders, business cards, client gifts, etc.

    • Process brokerage payments and business invoices.

    • Ensure monthly newsletters are created and sent.

    • Deliver and help prep client gifts for closings, holidays, and events.

    • Assist with event planning for client appreciation and team events.

    Systems & Organization:

    • Keep all team SOPs and systems organized and updated.

    • Audit CRM tools (Follow Up Boss, Zillow Flex, Dotloop) for accuracy.

    • Coordinate with vendors (photographers, stagers, lenders, attorneys, inspectors).

    • Pull weekly and monthly performance reports (lead conversions, closings, team KPIs).

    Overall:

    • Answering and redirecting phone calls

    • Assisting other team members and Team leads

    • Make outbound calls

    • Maintain database information

    • Maintain office paperless filing system

    • Creating campaigns email for various events

    • Help with organizing events, meetings, etc.

    • Monitor deadlines and provide notices to appropriate parties when necessary

    • Compile and distribute weekly/monthly reports and communicate key results to the rest of the team to ensure company goals are being met

    • Fulfill client requests for information or other relevant transaction services in a quick and friendly manner

    • Produce all marketing materials, including brochures, flyers, online marketing, social media posts, etc. to build our brand continuously. Templates are already in place.

    • You must be able to juggle multiple projects, work effectively in a fast-paced environment, with the ability to set priorities, meet deadlines and work independently

    • Properly route phone calls, messages, emails

    • Strong organizational and time management skills

    • Provide high-level support to agents, clients, and leadership

    • Strong attention to detail, written and verbal communication skills

    • Participate in training sessions to improve skills with administrative tasks in the real estate industry

    Qualifications:

    • The ability to own their role

    · Extremely organized with strong time-management skills

    · Previous real estate admin, operations, or transaction coordination experience preferred

    · Familiarity with Follow Up Boss, Zillow, and Dotloop (or similar systems), preferred

    · Excellent written and verbal communication skills

    · Ability to manage multiple tasks, deadlines, and priorities at once

    · Positive, professional, and detail-oriented mindset

    · Able to effectively communicate to clients and other team members in a timely manner

    · Experience in the real estate industry preferred

    · High school diploma or G.E.D. required

    · 2-3 years experience providing administrative support in a personal assistant role, or similar is preferred

    · Experience using word processing programs, spreadsheets and Multiple Listing Service

    · Intermediate/Expert knowledge of Microsoft Office programs such as Word, Excel, and PowerPoint

    · Excellent verbal and written communication skills

    · Discretion and confidentiality

    · Strong organizational skills and ability to multitask

    · Exceptional attention to detail

    · Shows ability to quickly finish very detailed work

    · Proficient in basic computer software and can quickly learn to use new programs

    · Display excellent proactive problem-solving ability

    · Ability to multitask and prioritize tasks effectively

    · Ability to work independently with minimal supervision

    · Proactive problem-solving skills

    · Ability to adapt quickly to changing priorities

    What We Offer:

    • The chance to play a key role in a growing real estate team.

    • A collaborative, supportive team environment.

    • Opportunities for growth, learning, and leadership in real estate operations.

    Job Types: Full-time, Contract

    Pay: From $3,000.00 per month

    Benefits:

    • Flexible schedule
    • Paid time off
    • Professional development assistance

    Work Location: Hybrid remote in Huntsville, AL 35801

    * This salary range is an estimation made by beBee
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