Real Estate Operations Coordinator & Executive Assistant About Us Dorsey's International Realty serves personal representatives, families, trustees, and fiduciaries navigating Maryland probate, estate, and trust real estate. Led by Fred Dorsey, known as the "Prince of Probate," our work combines real estate expertise with careful property coordination and clear communication. We are seeking an organized, dependable professional who can manage details, anticipate needs, and keep daily operations moving with consistent follow-through. About the Position You will work directly with the broker to organize the probate lead pipeline, manage schedules and commitments, coordinate outreach and marketing, and support active listings and transactions. Your mission is to ensure every assigned lead, project, and commitment has a clear next step, an owner, and a tracked deadline. You should be comfortable working independently, asking thoughtful questions, and raising problems before they become missed opportunities. This is a hands-on coordination role with opportunities to improve processes and assume greater responsibility as the business grows. Key Responsibilities Probate Lead and CRM Management Organize probate lead information from courthouse records and approved research sources. Enter and verify case information, property details, personal representative contacts, attorney information, and relevant notes. Maintain accurate records, tags, pipeline stages, tasks, and follow-up dates in Follow Up Boss. Identify duplicate contacts, incomplete records, overdue tasks, and stalled opportunities. Prepare prioritized follow-up lists for the broker. Maintain organized digital folders and consistent file naming. Protect confidential family, estate, client, and business information. Executive and Administrative Support Manage the broker's calendar and coordinate consultations, appointments, networking meetings, and property-related activities. Confirm appointments and prepare agendas, contact information, and supporting materials. Capture action items and track commitments through completion. Maintain a shared task tracker with clear priorities and deadlines. Prepare routine correspondence and responses for approval. Organize incoming requests and flag matters requiring the broker's attention. Prepare a weekly planning agenda and help keep priority work on schedule. Probate Outreach and Referral Coordination Coordinate approved direct mail campaigns, including mailing lists, schedules, vendor instructions, and completion tracking. Maintain attorney, fiduciary, and professional referral contact lists. Research prospective referral partners and prepare concise meeting briefs. Schedule introductions and track follow-up commitments. Prepare approved outreach materials and correspondence. Record responses and relationship activity in the CRM. Communicate with professionalism and sensitivity when assisting families navigating difficult transitions. Listing and Transaction Support Maintain listing preparation and transaction checklists. Coordinate photography, property access, inspections, cleanouts, repairs, and approved vendor services. Maintain a vendor directory with current contact information and service areas. Coordinate showing logistics and approved listing updates. Collect and organize documents, track signatures, and flag missing items. Monitor deadlines and provide timely reminders to the broker. Coordinate administrative details with clients, vendors, title companies, and transaction support professionals under the broker's direction. The broker retains responsibility for client advice, pricing, negotiations, contract interpretation, and final approvals. Assigned duties will reflect applicable licensing requirements and authorized system access. Marketing and Content Coordination Maintain a content calendar for LinkedIn, Facebook, YouTube, and Google Business Profile. Format and schedule broker-approved posts, videos, and graphics. Use Canva templates to prepare consistent, professional marketing materials. Format and publish approved newsletters and website blog content. Repurpose approved content into shorter posts and follow-up materials. Complete routine website updates, check links, and coordinate technical issues with the website provider. Track basic marketing results and flag inquiries requiring follow-up. Systems, Procedures, and Reporting Maintain checklists and written procedures for recurring activities. Keep work organized and visible through Follow Up Boss, Trello, and Google Workspace. Monitor existing forms, scheduling tools, and automations. Troubleshoot routine issues and escalate technical problems when necessary. Recommend practical improvements that reduce missed steps and unnecessary work. Provide a weekly report covering completed work, upcoming deadlines, pipeline activity, outstanding issues, and decisions needed from the broker. Required Qualifications At least two years of relevant experience in real estate administration, executive support, legal administration, or comparable business operations. Demonstrated ability to manage recurring tasks, records, schedules, and deadlines. Strong written communication and a professional telephone manner. Excellent attention to detail and dependable follow-through. Experience using a CRM or comparable contact-management system. Comfort with spreadsheets, shared calendars, digital documents, and task-management tools. Ability to learn software and follow documented procedures. Sound judgment about what to resolve independently and what to escalate. Ability to attend a weekly in-person working session in Rockville. Reliable internet access and availability during agreed weekday working blocks. Preferred Experience Supporting a real estate broker, team, attorney, or professional services business. Hands-on use of Follow Up Boss. Listing preparation, transaction checklists, direct mail, or referral relationship tracking. Canva, Trello, Google Workspace, Bright MLS, ShowingTime, ZipForms, or Authentisign. Probate, estate administration, trusts, or services supporting families in transition. Maintaining existing Zapier workflows or similar automations. Experience with every listed platform is not required. Strong organization, judgment, communication, and follow-through are essential. What Success Looks Like in the First 90 Days The broker's calendar, task tracker, and recurring weekly activities are organized and current. Assigned active leads have accurate records and documented next steps. Approved mailings and referral follow-ups are completed on schedule. Listing and transaction checklists are maintained, with missing items and approaching deadlines flagged promptly. Approved marketing is scheduled consistently. Weekly reporting provides a clear view of progress and decisions needed. Core recurring procedures are documented and easy to follow. Schedule and Working Arrangement The initial schedule is 15 hours per week, consisting of one three-hour in-person working session in Rockville and 12 remote hours in agreed weekday blocks. The weekly schedule will be established together. Dependable availability during those blocks is required. Additional hours may become available as workload and business growth support expansion.

How to Apply Please submit:

Your résumé. A short introduction explaining why your experience fits this position. Your weekday availability and confirmation that you can attend a weekly session in Rockville. A list of the CRM and business software you have personally used, including a brief description of your responsibilities in each.

Please answer these three questions:

Tell us about a time you kept a busy broker, executive, or business owner organized. What did you personally manage? Describe a mistake or missed deadline you caught before it became a larger problem. What action did you take? If you inherited a CRM with duplicate contacts, missing notes, and overdue follow-ups, how would you approach the first week? Finalists may be invited to complete a brief paid work exercise using sample information and participate in reference checks. We welcome applicants with relevant transferable experience and evaluate candidates based on their ability to perform the role. Join us as an integral part of our team where your energy, expertise, and dedication will drive success in the vibrant world of real estate!

Pay:

$20.00 - $25.00 per hour

Work Location:

Hybrid remote in Rockville, MD 20852