Real Estate Administrative Assistant

Real Estate Administrative Coordinator for Transactions, Listings, and Marketing.

Ensure routine operations are managed and executed expertly including managing Real Estate transactions from contract to close, handling multiple aspects of listing coordination, and executing team marketing.

Reports to: CEO and Team Lead

Compensation: Salary ($31,000 - $36,500 with potential Bonus based on market)

Work Hours: Monday-Friday 8:30 am to 3:30 pm (35 per week) - some evenings and weekends mostly for events with notice

License Status: None Required

Job Type: Part-time

Ability to Relocate: Hinsdale, IL: Relocate before starting work (Required)

Work Location: In person

$31,000

Main Duties and Responsibilities:

• Listing Coordination - To be responsible for the processing and completing of incoming listings from pre-listing to CMA to accepted purchase agreements.
• Transaction Coordination - To be responsible for the processing and completion of the purchase contract whether representing buyer or seller side to closing. Ordering and scheduling all inspections and appraisals as well as coordination of agents to be present, completion of all disclosures, contract paperwork, schedules and orchestrates closing, and more. Coordinate client gifting needs and execution.
• Marketing Manager - Primarily responsible for listing marketing, agent marketing and farming, direct mailings, magazine and newspaper advertisements, social media posts, and events. Oversee provided agent marketing plan to completion- coordinating all needed parties to achieve content creation and manage to final production. Coordinate and manage details for client events. Track results for marketing efforts and collaborate to determine ROI. Consult on marketing plans for the future.
• Growth - To attend seminars, trainings, and classes as necessary and desirable to improve and maintain skills, and knowledge and to keep abreast of new systems and processes that can be utilized on the team.
• Keeping Files Compliant with Broker guidelines.
• Communicate with all parties of the transaction by email, text, and phone.
• Create Raving Fans of all parties who come into contact with the team (Buyers, Sellers, Lenders, Escrow, Closing Attorneys, and other Agents)
• 95% of responsibilities are to be performed independent of supervision.
• Meetings - To attend planning and evaluation meetings weekly or as necessary. To maintain business practices in the Realtor’s absence.

Additional Duties/Responsibilities:

• Perform assigned duties in a professional, pleasant, and efficient manner.
• Flexibility is important, as interruptions will be constant, scheduling can be on the fly, and priorities can shift throughout the day.
• Must work well under pressure and with critical time restraints.
• Demonstrate good judgment and reasoning in handling daily activities.
• Demonstrate continued growth and proficiency in completing the tasks required.
• Maintain the confidentiality of the company and activities of the sellers and clients.
• Getting along with company managers, employees, sales associates, and clients.
• Handling difficult situations tactfully.
• Consistently showing the ability to recognize and deal with priorities.
• Having regular attendance and being at a designated workstation.
• Maintain a well-groomed professional appearance and mannerisms appropriate to greet clients and co-op sales associates.
• Attendance at all meetings and scheduled coaching calls for admin staff
• Help the Team Lead prioritize the most important tasks and ideas.
• Be strong enough to tell the Team Lead or Supervisor they need quiet time to get priorities completed.

Ideal Candidate:

• Exceptional at problem-solving and anticipating needs, support driven, efficient with time, organized, detail-oriented with a growth mindset.
• Must have professional communication.

The Kelly Kirchheimer Group is a growing Real Estate team in the Chicagoland area - primarily working in the Western Suburbs. We help people buy, sell and rent homes or investment properties and are committed to the highest level of service to provide the best experience for our clients.