Real Estate Administrative Assistant

Job Description

Job Description

We are seeking an Administrative Assistant who is passionate about helping us reach our objectives and supporting our team.

Do you love to be super organized and handle details? Are you interested in working for a small, fast-growing firm with opportunities to grow as we do? We are seeking an Administrative Assistant who is passionate about helping us reach our objectives and supporting our team.

You'll be the business owner's 'right-hand person' with full responsibility for managing all logistics and doing anything and everything to make him more productive. The more you take off his plate, the better you'll be at the job, and the more money we will all make. We are a fun, high-energy team that rewards hard work and persistence. The teammate in this position will have a unique opportunity to learn about Real Estate Sales and Investments.

This is an excellent development opportunity for someone who desires to contribute to the growth and refinement of this organization while advancing along with it. The right candidate could even become the C.O.O. of a much larger group as we grow together.

The ideal candidate will have: a natural ability to organize and prioritize daily tasks with minimal direction, a strong attention to detail, creative problem-solving abilities, and excellent communication and client service skills. Follow through is a must. Real estate experience is not required; however, experience in real estate, leasing, title, development, investments, property management, or mortgage could be a plus.

We are seeking someone who adheres to the highest ethical standards, has proven ability to succeed, smiles under pressure, and keeps a cool and balanced head with a results-focused boss and environment. If you have the gift of hospitality, a service-based attitude, and an amiable, outgoing, and pleasant demeanor, we look forward to hearing from you. All applicants will also be required to complete a DISC profile to help us get to know you. Please follow the link to the assessment as soon as you finish your application.

$60,000 - $70,000 yearly

• Manage and maintain all databases, websites, the Multiple Listing Service (MLS), and social media platforms.
• Lead all marketing efforts — including social media content creation, graphic design, newsletters, direct mail, postcards, and listing presentations.
• Plan, coordinate, and execute all client, team, and community appreciation events.
• Manage Existing and New Investment Properties, including tenant communications, maintenance, and financials.
• Prepare, coordinate, and market all property listings and open houses, ensuring professional presentation and timely execution.
• Coordinate logistics for photographers, contractors, inspectors, and property signage (yard signs, lockboxes, and directionals).
• Oversee all contracts and transaction schedules from ratification through closing, maintaining accurate calendars and CRM data.
• Build, document, and manage operational systems that streamline office workflow and efficiency.
• Create and maintain an operations manual that outlines all systems, processes, and standards.
• Assist with hiring, training, and managing additional administrative team members to ensure accountability and consistent performance.
• Serve as liaison between clients, banks, title companies, and vendors to ensure smooth communication and transaction flow.
• Assist the team with client communications, including phone calls, emails, and handwritten correspondence.
• Help prepare Comparable Market Analyses (CMAs) and other market reports as needed.
• Innovate and improve marketing and administrative systems by researching tools, utilizing new technology, and proposing creative solutions.
• Maintain a best-in-class website with accurate, engaging, and regularly updated content.
• Handle bookkeeping and financial tracking to support the team’s operations.
• Plan and execute regular direct mail campaigns, newsletters, and event invitations.
• Ensure all listings, marketing materials, and events consistently reflect the team’s brand and professionalism.
• Assist with sourcing and acquisition of new investment properties.

• Technologically savvy, i.e., able to learn new programs quickly and able to troubleshoot common issues.
• Proficiency in Excel and Google Suite/Gmail. Experience with TopProducer, Docusign, Zipforms, KW Command, Mailchimp, or Canva is a plus.
• Have excellent attention to detail and high-level accuracy with documents.
• Type 45+ words per minute.
• Self-motivated and solution-oriented.
• Excellent verbal and written communication skills.
• Proficient in time management.
• Is skilled in, and possibly even enjoys, building and managing systems and spreadsheets.
• A true professional who supports the entire team in achieving their goals.
• An upbeat, friendly, and energetic demeanor at work.

Keller Williams Realty is now the largest residential real estate company in North America and was also voted the #1 training organization of any kind in the U.S.. Our team is proud to embrace Keller Williams’ culture with a focus on personal growth and career advancement.

Our vision is to provide the highest quality service while performing at the highest possible standards of the real estate market in order to establish our team within KW as the preferred real estate group for buyers, sellers, and talented real estate professionals in Northern Virginia, D.C., and Maryland.