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Manage new agent onboarding.
Attend and support agent training (preparation, logistics, follow-ups).
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
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.
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).
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
- The ability to own their role
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.
- Flexible schedule
- Paid time off
- Professional development assistance
Real Estate Administrative Assistant - Huntsville - Cinder and Company at Essential Real Estate

2 months ago
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:
Transaction Coordination for Team lead Only:
Administrative Tasks:
Systems & Organization:
Overall:
Qualifications:
· 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:
Job Types: Full-time, Contract
Pay: From $3,000.00 per month
Benefits:
Work Location: Hybrid remote in Huntsville, AL 35801
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