Real Estate Administrative Professional
Coldwell Banker
Sarasota, FL US
Posted ago
Coldwell Banker

We’re hiring a motivated Real Estate Administrative Assistant to join our growing team. Responsibilities include administrative duties such as keeping track of all transaction documents in the client database for our real estate agents, monitoring and notifying clients of important deadlines, complying with legal procedures, and planning appointments and final walkthroughs. You’ll also support the team by marketing the company on social media and planning company events. The ideal candidate should be a great communicator who is driven and highly detail-oriented. If this position interests you, start your application today!


  • Establish relationships as a liaison between clients, real estate agents, and other third-party vendors throughout the duration of an active listing to effectively manage the administrative tasks involved in listing and marketing a property in a client interfacing role 
  • Provide exceptional service and enable the team to sell more homes by managing listings from initial contact to executed purchase agreement ensuring sellers receive an onboarding phone call to reinforce our concierge service
  • Produce and manage MLS listings and feature on social media for maximum visibility and exposure to position homes for a quicker sale and increase client satisfaction
  • Coordinate for photography, professional staging, lockboxes, real estate signs, among other relevant tasks, and provide vendors and contractors access to homes so each property is prepared to sell
  • Complete seller intake sheet and acquire necessary disclosures, addendums, and FAQ sheets, including relevant community information prior to listing and advertising a property on the MLS
  • Obtain required signatures on agreements and disclosures and deliver copies to all parties
  • Organize showing schedule with detailed instructions and communicate with other agents to understand best practices and how to increase homes sold
  • Develop knowledge and understanding of contracts to summarize all important terms, conditions, and important dates to clients and provide weekly check-ins with feedback
  • Provide administrative support to the team by entering lead contacts to the database, applying smart plans and campaigns for lead capture, developing landing pages for new listings, coordinating open houses, and adding follow-ups and appointments to the calendar
  • Create infographics, update social media content, monitor and reply to Google reviews and develop branded packages, such as listing presentations, buyer consultations, and new homeowner welcome packets among other ongoing projects for team branding
  • Maintain a filing system for all important documents that are uploaded to the MLS, DotLoop, CRM database, and other relevant platforms and send to MCA for file compliance
  • Devise a follow-up system and implement timelines for important tasks, sending testimonial links to clients to obtain a 5-star review and a referral
  • Manage the team’s online presence to increase engagement and monitor all social media, including third-party websites to ensure all listing information syndicate timely and accurately
  • Communicate daily with Lead Agent, Lead Admin, and support staff for compliance-related matters, mandatory team meetings, Market Center updates, and miscellaneous events


  • Active Florida Real Estate Sales Associate license needed
  • Capable of communicating effectively both in writing and in person
  • 3 to 5 years of combined experience in Administrative/Operations, Office Management, Hotel and Travel, Hospitality, Customer Service, and/or Sales
  • Driven to create a world-class customer service experience for each client
  • Technologically savvy with experience using CRM database and cloud-based applications
  • Ability to communicate effectively with clients, real estate agents, and third parties with tact and diplomacy
  • Easily navigates basic computer programs and can create clear spreadsheets and presentations using MS Office and GSuite
  • Familiarity with local neighborhoods and communities, school districts, landmarks, tourist attractions, and recreational options is essential
  • Creative writing skills are fundamental to the composition of property descriptions and social media content
  • Reliable transportation and valid Florida driver’s license with an active auto insurance policy
  • High school diploma or equivalent required, college experience preferred
  • Previous industry experience in real estate, transaction coordination, title, banking, and/or mortgage lending is highly valued
  • AA/AS or BA/BS degree with a concentration in Marketing, Communications, Advertising, or Business Administration combined with working experience is highly desired

$40,000 - $45,000 DOE + bonus per year
About Coldwell Banker

We take pride in building relationships because our clients are precious. It is our mission to create the best real estate experience for all individuals we interact with and collaborate with. For us, this is more than just a transaction but rather an opportunity to make positive connections and create a lasting impact on people’s lives through service. Our team is vested in our clients’ buying and selling experiences. Each team member plays an integral role in making every real estate experience successful, and we work together to ensure our clients receive superb service and optimal results. It is this team structure and our commitment to excellence that has led to amazing results over the years while coming from a place of contribution to the very foundation of living in gratitude. This helps us provide our team members the ability to build lives worth living, careers worth having, businesses worth owning, and experiences worth giving.

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