Real Estate Administrative Assistant
Schoelerman Group - Coldwell Banker Global Luxury
Menlo Park, CA US
Posted ago
Schoelerman Group - Coldwell Banker Global Luxury

The Schoelerman Group is looking for a talented, energetic, enthusiastic Real Estate Administrative Specialist who is committed to supporting the agent team in achieving greater levels of success, and to growing their own business skills. You will be the lead administrator for the group and your responsibilities will play an important role in completing tasks and implementing new initiatives so the agents can focus on business building. We are a dedicated Agent Success Team focused on growth, results and exceptional client service.

Job Summary

This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision. The Real Estate Administrator is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted. This individual may exhibit some drive and desire to influence; however, the overriding marker of their behavior is persistence and stability.

The Real Estate Administrator is deeply committed to supporting the lead agent in achieving greater levels of success, and to growing their own skills and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency.

We are seeking someone who enjoys people and excels at building relationships both in person and over the phone. Proficiency with computers and technology and possessing the ability to learn new applications quickly are also necessary qualities.

Attention to detail, a systematic approach, creative problem solving, and exemplary customer service and communication skills are necessary to assist the team’s efforts in servicing our clients.


Key Responsibilities

  • Listing management
  • Transaction management
  • Client service management
  • CRM and campaign management
  • Weekly team meeting and team scheduling management

Key Performance Indicators

  • Friendly and approachable
  • Ability to relate to all people
  • Superior project management and time management skills
  • Highly organized with excellent planning skills
  • Confidence with industry knowledge
  • Ability to keep information confidential


The ideal candidate has the following qualities:

  • Lives within a 30-minute commute of Menlo Park
  • Open and eager to learn more about real estate and loves to work
  • Someone who takes ownership of their role
  • Exceedingly organized, independent, and highly motivated
  • Exceptional oral and written communication skills and can handle a high volume of emails and text messages
  • Intelligent, analytical, systematic, solution-oriented, results-driven
  • Professional and present themselves as such
  • Works with a strong sense of urgency and does what is necessary to produce results and meet goals
  • Tech Savvy having working experience with Active Campaign (CRM) and working knowledge of social media including FB, IG, IGTV, YouTube, and IN
  • Works under limited supervision, taking the initiative to get tasks completed
  • Excellent communication skills
  • Ability to absorb and apply constructive criticism from peers and team
  • Willingness to be coachable to learn new tools, systems, and technologies
  • Be a team player who thrives working with a tight knit group where their activities directly affect the bottom line
  • College degree with at least five years of experience in real estate and office administration
  • California real estate license a plus

General office duties:

  • Full time position (40 hours/week) - Schedule will be flexible since weekend and evening work will be necessary at times
  • Always consider prioritizing income generating task first before beginning routine paper work
  • Manage listing coordination, open houses, and transaction closings
  • Maintain the CRM (client relationship management) and its integrated platforms
  • Manage client care service and events
  • Manage agent and group calendars
  • Call clients with a friendly and upbeat attitude and set up appointments for the agents
  • Find, hire, engage vendors necessary to accomplish specific tasks

$40,000 - $45,000 yearly
About Schoelerman Group - Coldwell Banker Global Luxury

Please submit your resume with cover letter and your design portfolio to Richard Schoelerman at

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