About

A real estate team based in the San Francisco Bay Area is looking for a detail-oriented and proactive Real Estate Administrative Assistant to keep operations running seamlessly. This role plugs directly into a growth-stage team, supporting agents with CRM and lead management, transaction coordination, client communication, and light marketing so they can focus on client service and closing deals. Expectations are clear, the bar is high, and the support behind the role is real.

This is a dedicated, full-time position designed for meaningful impact, stability, and professional growth, not freelance or short-term work. You will build long-term expertise in real estate operations while modernizing workflows alongside a team that values initiative and craft.

Responsibilities

• Manage the Follow Up Boss CRM by adding leads, assigning campaigns by source, and proactively flagging follow-up reminders so no opportunity is missed
• Pull disclosures, tag documents for e-signature, and keep all transaction paperwork organized and submitted on time
• Serve as the central communication liaison between agents, listing coordinators, transaction coordinators, escrow, and title companies, including drafting intro emails and triaging agent inboxes
• Coordinate post-consultation logistics including calendar invitations, client follow-ups, and event support via Eventbrite
• Produce light marketing assets in Canva for listings, client touchpoints, and events
• Anticipate next steps based on past transaction patterns, flagging action items before being asked and self-managing without constant direction
• Adopt new tools and AI platforms as the team modernizes operations, staying tech-forward and adaptable
• Maintain responsiveness during scheduled hours (Monday to Friday, 9:00 AM to 5:00 PM PST) with evening and weekend flexibility as needed for time-sensitive real estate matters

Qualifications

• Highly proactive and autonomous, takes initiative based on established patterns without waiting to be handed the next task (must-have)
• Exceptionally detail-oriented with strong organizational skills (must-have); DISC S/C profile preferred
• Trustworthy and transparent, communicates issues or blockers proactively rather than hoping they go unnoticed (must-have)
• Tech-forward and adaptable, comfortable adopting new platforms and AI tools as they are implemented (must-have)
• Responsive and reliably available during scheduled work hours (must-have)
• Strong written and verbal English communication skills (must-have)
• Real estate industry experience, familiarity with transaction workflows, escrow processes, and industry terminology preferred

Tools You'll Use

• CRM & Transaction Management: Follow Up Boss, DocuSign or similar e-signature platform (must-have)
• Marketing & Events: Canva, Eventbrite
• AI & Productivity: Claude, ChatGPT, or similar AI tools

Benefits

• Competitive salary
• Paid US holidays
• Paid wellness days
• Health and wellness allowance
• Monthly profit sharing
• Long-term placement with real growth
• Continuous upskilling in AI and real estate operations
• Dedicated success coaching and support