Administrative Assistant
Nicholas Ryan Team
Chicago, IL US
Posted ago
Nicholas Ryan Team

Looking for a reliable, consistent, administrative assistant for a Top Producing Real Estate team in Chicago. Must pay attention to detail and execute all tasks with precision. This position is mostly virtual, with possibly 2-3 days per month in person. The team’s mission is to elevate people to prosper, and that includes our team and all the support staff. Responsibilities include assisting Office Manager, Transaction Coordinator, and Marketing Department with execution of all tasks.


  • Covers incoming office calls & texts using CRM 
  • Save and disperse documents per the Office Manager
  • Perform basic accounting, data entry/ update databases as directed by the Office Manager
  • Commit to using shared checklists for ALL processes/follow systems to ensure efficiency
  • Triple check work to verify info is correct on all platforms across the board
  • Convert/translate/update Zappiers/automations to ensure all are working. 
  • Create new Zappiers as needed 
  • Update and maintain mailing lists 
  • Update and maintain All Systems (Google Drive, CRM, ASANA, SISU)
  • Monitor, save and input Google Forms from clients in CRM and Google Drive
  • Completing CRM and ASANA tasks 
  • Update and Maintain VIP database on CRM for accuracy and retrieve missing info
  • Update and Maintaining Team Calendar Invites 
  • Generate status reports (from SISU) for the team on a regular basis to make sure company targets are being properly prioritized
  • Assist Office Manager in Delivering concierge-level customer service to sellers, buyers, and lenders, to improve customer satisfaction ratings
  • Responsibilities include administrative duties such as keeping track of all transaction documents in the client relationship manager (CRM) for our real estate agents.
  • monitoring and notifying clients of important deadlines, complying with legal procedures, and planning appointments and final walkthroughs
  • Help Transaction Coordinator with coordination of Real Estate Transaction from Start to Finish
  • Assist Transaction Coordinator with tracking and oversee all transactions from acceptance to close
  • Prep transaction info sheet, and distribute all deadline/transaction related email templates in CRM.
  • Prep MLS Property Drafts for new listings (both PLN + MLS) for Office Manager/Transaction Coordinator review
  • Accurately enters all data into referral platforms (e.g. Redfin, ZILLOW) and updates/closes out accordingly 
  • Ensures all client profiles on CRM & property data & feedback is complete, accurate, and up-to-date
  • Enhances transaction experience by assisting Transaction Coordinator with preparing and distributing weekly updates as well as transaction milestone tasks. (template emails, updating SISU/CRM, etc) and prepping weekly updates and transaction timeline for all active buyers and sellers
  • You’ll also support the team by posting marketing pieces made by the Marketing Dept on social media and on our websites.
  • Oversee listing and marketing process
  • Monitor/Update marketing websites
  • Post and update social media omnipresence as produced by Marketing Creative 
  • Add potential clients to Linkedin, FB, Instagram, etc
  • Assist Office Manager with execution of Monthly Mailers (2 Newsletters + 1 Postcard)
  • Assist Office Manager with execution of Raving Fan Club Process
  • Sending client b-day cards monthly 
  • Updating email system, mailing lists, and voice broadcasting

  • Customer service experience in our industry is preferred
  • Shows ability to quickly finish very detailed work
  • High school diploma or GED required, some college experience preferred
  • Navigates computer programs with ease to provide a quick front-desk experience for customers
  • Display excellent written, problem-solving, and verbal communication skills

  • Real Estate Experience Preferred

About Nicholas Ryan Team

The Nicholas Ryan Team's mission is to elevate lives through real estate and enjoy an elevated lifestyle!! Our mentality is to serve others, do whatever it takes, and have a lot of fun along the way! Our business is up 50% since last year (2020). We are growing at a rapid rate which translates into incredible opportunities. Here are a few of our team specs:

  • Top 1% Real Estate Team in Chicago 2018, 2019, 2020, 2021
  • Top 100 real estate teams in Chicago 2020, 2021
  • Donated over $10,000 this year to GRIP Outreach for Youth in 2021
  • 300+ Zillow reviews:

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