This administrative assistant job description template is optimized for posting to online job boards or careers pages and is easily modifiable. Feel free to customize this sample with your firm’s unique content.
Administrative Assistant Job Titles (pick one)
• Administrative Assistant
• Transaction Coordinator / Administrative Assistant
• Full-time Office Assistant
• Part-time Office Assistant
• Office Manager / Administrative Assistant
• Director of First Impressions / Administrative Assistant
Example Job Description #1
We are seeking an Administrative Assistant to join our team! You will provide administrative support for a Top ranking real estate team in CITY. With the help of this individual, the Agent is hoping to focus more on selling real estate and much less on the back-end/daily administrative tasks. The top candidate will be willing to go above and beyond their duties and is excited about the opportunity for growth and expansion.
We are interested in someone with a proven track record of creating and implementing systems and procedures in an office atmosphere and who pays special attention to detail. This person will have a strong sense of urgency and must enjoy “to-do lists”.
They will be an “outside the box” thinker and problem solver. It is important that this individual is upbeat, considers themselves to be somewhat of a perfectionist, is extremely computer savvy, is competitive and welcomes constructive criticism as a tool for growth. This person will be somebody who has a big vision for team growth and expansion. They will be ready to conquer the world with the team! Must be competitive in nature and love to win.
Example Job Description #2
We are in search of an Administrative Assistant for a top-ranking Real Estate team in CITY/STATE. We are looking for an exceptional candidate who is willing to go “above and beyond” and is excited about helping an organization grow to the next level; also someone who thrives in a fast-paced work environment. This team has a high accountability culture which values and cultivates the whole person, not just the professional side of our team members.
This position requires a highly detail-oriented and systematic individual that helps a team service clients with seamless, top-notch customer service. Creative problem solving, exemplary customer service, and strong communication and negotiation skills are necessary. The right candidate will relish the opportunity to build, implement, and manage multiple systems with minimal supervision. Deep commitment to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication is a must. Candidates may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability.
Are you an individual who is deeply committed to supporting a team in achieving greater levels of success, and to growing his/her own skills and developing into a supportive leader within the team? Then we must speak with you today!
Job Responsibilities (pick 3-6 responsibilities)
• Build, implement and manage all systems for clients, lead generation, database management and back office support
• Coordinate marketing events and client activities
• Oversee all listing files and listing marketing (Brochures, flyers, online marketing, etc.)
• Manage website, blog sites and social media
• Act as a liaison between clients and agents
• Participate in company-provided training sessions
• Compile and distribute weekly/monthly reports to clients (buyers and sellers)
• Manage contract to close process
• Create and maintain an operations manual that documents all systems and standards
• Be the first point of contact in handling customer inquiries and complaints
• Create, maintain and utilize a complete lead follow-up system
• Keep agent informed about challenges and issues that need to be handled
• Provide concierge level customer service to clients and customers
• Work with all preferred vendors, including professional photographers, contractors, etc.
• Enter critical dates for property sales on shared Google Calendar
• Shall send out weekly reminders of upcoming critical dates via email
• Work with the title company as a secondary liaison on any necessary information/documentation to help get the property to a successful closing
• Coordinate seller listing sign installation and removal at the appropriate times
• Schedule photographers for all seller listings
• Continue to take day to day office tasks away from agent, organizing workflow and reducing inefficiencies
Job Qualifications (pick 3-6 qualifications)
• Technologically savvy and able to learn new programs quickly and able to troubleshoot common issues; proficiency in Word, Excel, Power Point, Outlook and Internet skills
• Have excellent attention to detail and high-level accuracy with documents
• Concerned with doing things the right way the first time
• Flexible in daily routine; ability to prioritize and manage shifting responsibilities
• Ability to assess, prioritize and act quickly
• Learning based and solution oriented
• Deadline driven and extremely organized
• Open to new ideas and systems
• Able to stay calm and patient when faced with emotional situations
• Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities
• Continue to maintain the good will and reputation of the entire team
• Able to make quick and effective decisions, solve problems, as well as maintain confidentiality
• Excellent verbal and written communication skills
• Proficient in time management
• A true professional, who supports the entire team in achieving their goals
Salaries for administrative assistants can vary. To find out competitive compensation in your area, click here.