Real Estate Administrative Assistant
Kara Courtney's True North Associates
San Marcos, CA US
Posted ago
Kara Courtney's True North Associates

We’re looking for a driven and dedicated real estate administrative assistant to join our growing team. Your job will be to complete and file the appropriate paperwork for transactions, oversee important deadlines and notify clients when necessary, and coordinate schedules for final walkthroughs and other appointments.

You’ll also work with the team to manage the production of all marketing materials and facilitate local events to foster connections with people in the community. Our ideal candidate has superb organizational skills, a knack for customer service, and a strong understanding of the real estate transaction process. Does this position interest you? Apply today!!

  • Produce all marketing materials including brochures, flyers, online marketing, social media posts, etc. to continuously build our brand
  • Keep track of all transaction documents in the client database and complete the necessary paperwork
  • Plan travel arrangements, open houses, final walkthroughs, and other necessary engagements
  • Deliver concierge-level customer service to sellers, buyers, and lenders, to improve customer satisfaction ratings

  • Organize and maintain electronic and physical files, ensuring all documents are accurate and up-to-date
  • Assist with marketing efforts by coordinating social media posts, creating flyers and other promotional materials, and updating website content
  • Prepare documents and reports, including contracts, agreements, and correspondence, using Microsoft Office, zipForms and other software programs
  • Answer phones and emails in a timely and professional manner, forwarding messages and inquiries to appropriate team members as needed and managing communication with leads
  • Manage office supplies and equipment, ensuring that everything is in good working order and that inventory is kept up-to-date
  • Schedule appointments and meetings, and maintain calendars for agents and brokers
  • Assist with coordinating events and other activities, such as open houses and client appreciation events
  • Act as a liaison between agents, brokers, clients, and other team members, ensuring that communication is clear and timely

  • High school diploma or equivalent required
  • Has knowledge of Microsoft Office and customer relationship management software
  • Excellent written and verbal communication skills
  • Previous experience in the real estate industry
  • Flexible working schedule to accommodate clients on nights and weekends

  • High school diploma or equivalent; some college coursework preferred
  • 2+ years of experience in an administrative support role in the real estate sales industry
  • Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines with experience as a Transaction Coordinator
  • Excellent communication skills, both verbal and written, with a professional demeanor and customer-service mindset
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience with other software programs commonly used in real estate offices (e.g., CRMs, MLS databases)
  • Ability to work independently and as part of a team, with a positive attitude and willingness to help others
  • Detail-oriented and able to maintain accuracy and confidentiality in a fast-paced environment
  • Flexibility to work occasional evenings or weekends as needed to support special events or client needs

$18 - $25 hourly based on experience
About Kara Courtney's True North Associates

Kara Courtney and her team at True North Associates is a top-producing and growing team serving the greater SoCal markets.

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