Real Estate Administrative Assistant

Job Description:

• Provide administrative support to the brokerage by managing contracts, forms, and real estate documentation.
• Organize, track, and file transaction-related paperwork for all ongoing deals.
• Manage the CEO’s email inbox, prioritize messages, and maintain professional, warm communication with agents, lenders, appraisers, and clients.
• Update and coordinate calendars, schedules, and timelines for each transaction.
• Follow up consistently with all involved parties to ensure timely receipt of required documents and approvals.
• Maintain records of correspondence and document versions with meticulous accuracy.
• Monitor deal progress and communicate status updates proactively to the CEO and other stakeholders.
• Ensure compliance and consistency in all paperwork and digital filing systems.
• Handle ad hoc administrative needs as assigned, maintaining an attitude of accountability and reliability.

Requirements:

• Previous experience as an Administrative Assistant or Real Estate Assistant preferred.
• Strong organizational skills with the ability to manage multiple files simultaneously.
• High attention to detail and accuracy—comfortable managing contracts and legal-style documentation.
• Excellent written and verbal English communication skills.
• Ability to follow up diligently and 'close loops' on pending tasks.
• Proficiency in managing email systems, calendars, and digital document filing.
• Self-starter with strong initiative and a proactive approach to daily responsibilities.
• Familiarity with real estate operations or working in a brokerage setting is a plus.
• Comfortable handling confidential or sensitive documents.
• Strong multitasking and prioritization abilities.
• 'Paralegal' or 'accountant-type' mindset—focused on accuracy, completion, and precision.
• Professional demeanor and warm, clear communication style.
• Ability to work independently in a fast-paced, remote environment.

Benefits:

• Part-time position with potential to grow into full-time.
• 100% remote — open to candidates based in Latin America.
• Opportunity to work directly with the CEO of a respected Illinois-based real estate brokerage.
• Gain deep exposure to U.S. real estate operations and transaction management.
• Flexible, organized, and professional work culture focused on long-term collaboration.

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