Real Estate Administrative Coordinator Job Summary Engel & Völkers Distinct Real Estate is a locally owned luxury real estate brokerage serving Northeast Ohio and part of the global Engel & Völkers network. Our brokerage is built around exceptional service, collaboration, attention to detail, and creating an elevated experience for our clients and Advisors. We are seeking an organized, proactive, and service-minded Real Estate Administrative Assistant to support the day-to-day operations of our brokerage, with a strong focus on listing coordination, transaction management, and client service. This individual will play an important role behind the scenes, helping ensure every detail is handled from the preparation and launch of a new listing through closing. The ideal candidate is highly organized, comfortable managing multiple priorities, attentive to the little things, and confident communicating with clients, Advisors, vendors, and other real estate professionals. Job Responsibilities Listing & Marketing Coordination Coordinate and manage various aspects of the pre-listing process. Schedule and coordinate photography, videography, open houses, and other listing-related services. Input, review, and launch listings in the MLS, ensuring information is accurate and complete. Assist with the preparation and coordination of listing marketing materials, including social media content, print collateral, open house materials, and other promotional pieces. Maintain listing information and make updates as needed throughout the listing process. Transaction & Client Coordination Coordinate real estate transactions from contract through closing. Track contractual timelines, contingencies, documentation, and key deadlines to help ensure transactions progress smoothly. Maintain regular communication and coordination with Advisors, clients, lenders, title companies, inspectors, vendors, and other parties involved in the transaction. Serve as a consistent point of contact, helping clients feel informed, supported, and cared for throughout the process. Proactively communicate upcoming milestones, deadlines, and next steps. Respond promptly to questions and identify matters requiring Advisor involvement or escalation. Anticipate potential issues and coordinate with the appropriate Advisor to help keep transactions moving forward. Prepare, review, and organize contracts and related documents for accuracy and completeness. Maintain compliance with brokerage policies and applicable state requirements. Maintain accurate and up-to-date transaction files within brokerage systems. Update internal tracking systems, spreadsheets, and CRM platforms with listing and transaction information. Brokerage & Office Support Provide a professional and welcoming experience for clients, Advisors, vendors, and visitors. Greet visitors and answer incoming calls in a professional manner. Maintain the front desk and common areas in a neat, organized, and professional fashion. Monitor office supplies and coordinate replenishment as needed. Assist with opening and closing the office as needed. Assist with brokerage meetings, event planning, and event logistics. Provide general administrative and operational support as needed. Qualifications Associate's degree or higher. Previous experience in administration, transaction coordination, real estate, or a related professional environment preferred. Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously. Exceptional attention to detail and a strong commitment to accuracy. Excellent written and verbal communication skills. Strong technology skills with the ability to quickly learn and confidently utilize new platforms and web-based applications. Experience with MLS systems, Dotloop, transaction management platforms, CRM systems, Microsoft Office, and/or Google Workspace preferred. Ability to anticipate needs, take initiative, and approach challenges proactively. Professional, polished, and service-oriented when interacting with clients, Advisors, vendors, and the public. Ability to handle confidential client, transaction, and brokerage information with discretion. Ability to work independently and collaboratively while moving efficiently in a dynamic real estate environment. A service-minded approach with a natural desire to ask, "What else can I do to make this easier?" What We Value At Engel & Völkers Distinct Real Estate, exceptional service extends beyond our clients. We value people who take ownership of their work, communicate openly, pay attention to the details, and genuinely enjoy supporting others. This role is ideal for someone who takes pride in keeping things organized, enjoys being an integral part of a fast-moving business, and understands that the details behind the scenes have a direct impact on the experience we provide.

Pay:

$40,000.00 - $55,000.00 per year

Benefits:

Employee discount Health insurance Paid time off Professional development assistance

Work Location:

In person