Job Description

Are you highly organized, detail-oriented, and eager to support a fast-paced, high-performing real estate team? We're looking for a dependable Administrative Assistant who thrives on systems, loves checking off to-do lists, and takes pride in keeping things running smoothly behind the scenes. In this role, you’ll be responsible for managing the many moving parts of real estate transactions from start to finish. We’re looking for someone who thrives in a fast-paced, detail-heavy environment and has the organizational and communication skills to keep multiple projects on track at once. If you're tech-savvy, proactive, and confident managing complex administrative workflows, you’ll excel here and play a key role in delivering a seamless experience to clients. Compensation:

• Base Salary: $40,000–$50,000 annually
• Paid Time Off

Responsibilities:

• Manage and input all client and transaction details into internal systems with precision and accuracy
• Oversee all administrative steps involved in real estate transactions from contract to close
• Schedule and coordinate inspections, repairs, and other vendor services
• Track and manage key transaction deadlines to ensure a smooth process for all parties
• Communicate with agents, clients, vendors, and third parties to keep everyone aligned and informed
• Prepare and obtain signatures on offers, counteroffers, and related transaction documents
• Coordinate and prepare for events related to the closing process, including final walkthroughs and move logistics
• Maintain systems for post-closing follow-up and ongoing client communication
• Monitor team inboxes, calendars, and appointments to ensure nothing is missed
• Maintain lead tracking systems and assist in monitoring lead sources and team metrics
• Manage incoming/outgoing referrals, organize records, and support compliance requirements
• Handle client service needs, including responding to inquiries and managing inspection or closing-related concerns
• Maintain positive relationships with vendors and third-party partners
• Support light bookkeeping tasks, such as invoice tracking, relocation reimbursements, and basic expense coordination
• Execute administrative and special projects for team members as needed
• Ensure complete oversight of contracts, timelines, and document accuracy throughout each transaction

Qualifications:

• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Proven experience handling multiple complex projects or workflows simultaneously
• High attention to detail and accuracy — nothing slips through the cracks
• Tech-savvy; comfortable using modern office tools, cloud-based systems, and adapting to new platforms quickly
• Resourceful and solution-oriented with exceptional critical thinking skills
• Positive, professional, and service-minded in all client and team interactions
• Able to work independently in a fast-paced environment with competing priorities
• Comfortable managing deadlines, personalities, and high expectations with calm confidence
• Enjoys structure, thrives on task lists, and follows through without needing reminders
• Willing to obtain a real estate license after hiring (licensing costs will be reimbursed)
• Flexible and eager to pitch in wherever needed to help the team succeed
• Strong interpersonal skills with the ability to support a variety of team members and clients

About Company: Nationally recognized as the #1 brokerage by agent count, volume, and units sold (In 2023, 1 of every 5 homes sold in the US transacted through a KW agent), KW is also known as the most innovative and agent-friendly brokerage with multiple national awards and recognition by publications like Forbes, Fortune, Real Trends and T360. Keller Williams is the home to many of the industry's highest-performing real estate agents and teams across 790+ Market Centers in the US/Canada, and KW is active in over 55 other countries across the Globe. Join us today!

Job Tags

Contract work, Work at office, Relocation, Flexible hours,

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