Real Estate Administrative Assistant (Job ID: BRATIA1R)

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C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
 

About the Client:

The client is an experienced real estate professional specializing in REO properties and probate-related real estate services. Their business works closely with banks, asset managers, attorneys, and estate representatives to manage and sell properties that are part of foreclosures or estates. The work is highly deadline-driven and requires careful coordination of inspections, documentation, property management tasks, and communication with multiple stakeholders. The business also provides additional services such as property oversight, maintenance coordination, and estate support for out-of-town property owners.

About the Role:

We are looking for a highly organized Administrative Assistant who will provide administrative and operational support to a busy real estate broker working with REO properties and probate sales. This role will focus on managing administrative processes, coordinating property-related tasks, maintaining client registrations, and supporting communications with banks, asset managers, attorneys, and other stakeholders. The position requires someone who can stay organized while handling multiple responsibilities, follow detailed processes, and respond quickly when urgent tasks arise. The ideal candidate is proactive, detail-oriented, and capable of helping bring structure to processes while assisting with administrative workflows and documentation of the processes as well. 

Key Responsibilities

Administrative & Documentation Support

• Handle a wide range of administrative tasks related to real estate transactions and property management
• Assist with preparing and typing reports such as Broker Price Opinions (BPOs)
• Organize documentation and maintain accurate records related to properties and transactions
• Support the preparation and submission of reports, photos, and required documentation through client portals

Client Registration & Profile Management

• Maintain and update registrations with existing clients, such as banks and asset managers
• Assist with registering the business with new clients to expand potential property assignments
• Ensure profiles, credentials, and required documentation remain current with all platforms and clients
• Track insurance documentation and other required compliance information

Property Coordination & Task Tracking

• Monitor property-related timelines and ensure inspections and required tasks are completed on schedule
• Coordinate with inspectors and vendors to ensure property inspections are ordered and completed
• Upload inspection results, documentation, and photos into the appropriate systems and portals
• Help identify and escalate property issues such as maintenance needs or damage so appropriate actions can be taken

Email & Communication Management

• Review and organize incoming emails to identify time-sensitive property updates and transaction changes
• Send communications to agents or stakeholders when updates occur, such as when a property goes under contract
• Provide instructions related to tasks such as earnest money deposits or transaction updates
• Support general communications related to property coordination and transaction updates

Process Documentation & SOP Development

• Assist in documenting processes and procedures that are currently managed internally
• Help organize operational workflows into written documentation and internal process guides
• Contribute to building structured SOPs that can support future team growth and training

Probate Lead Support & Business Development

• Assist with managing leads related to probate real estate opportunities
• Help organize information related to estates, attorneys, and potential clients
• Support follow-up communication with prospects interested in probate services

Qualifications & Skills

• Hands-on experience working with REO properties, foreclosure processes, BPOs, or asset management workflows
• Experience working with REO properties or foreclosure-related real estate processes
• Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously
• Excellent written and verbal English communication skills
• Ability to work with email, documentation, and online systems to manage property-related tasks
• Strong attention to detail when handling documentation, inspections, and client requirements
• Ability to work independently and remain proactive without needing constant supervision
• Comfortable handling time-sensitive tasks and responding quickly to urgent updates
• Strong problem-solving skills and the ability to think through situations when unexpected issues arise

Preferred

• Experience supporting probate real estate transactions or estate-related property sales
• Experience working with property inspection processes and documentation
• Bilingual English and Spanish communication skills

Personality Traits

• Highly proactive and able to take initiative when managing responsibilities
• Strong sense of urgency and ability to prioritize time-sensitive tasks
• Detail-oriented and highly organized
• Comfortable working in a fast-paced environment where priorities may change quickly
• Self-motivated and interested in long-term growth within the role
• Willing to contribute ideas and suggest improvements to processes and workflows