Real Estate Executive Assistant - Austin, TX
Base salary + Bonus, TOTAL COMPENSATION $75K - $100K+
Job Summary:
I am looking for a highly organized and motivated Real Estate Executive Assistant with at least 5 years of experience. The ideal candidate will have supported a Top Producer in a transaction heavy environment and have previous experience in a broker role having represented both Buyers and Sellers. This is a heavy operations position. You will be responsible for assisting with ALL necessary Administrative tasks as well as various aspects of the real estate business, including managing listing details, scheduling inspections and attending inspection debriefs with the client, hosting open houses, coordinating photos and videos, and maintaining schedules for launches and open houses. This role requires a real estate license and a proven track record in administrative and client-facing duties.
Key Responsibilities:
- Open House Hosting: Manage and host open houses, ensuring all details are in place, including the setup, putting out OH signs, client interaction, manage sign-in sheets and follow-up communication.
- Photos & Video Coordination: Coordinate with photographers and videographers to schedule and execute high-quality photos and videos for property listings. Manage the shoot onsite as needed.
- Inspections: assist Buyers to schedule and coordinate all inspection details and schedule follow-up/additional inspections as needed.
- Listing Management: Post property listings on the private market – ALN and Commission Club, MLS, and other platforms; ensure that listing details are accurate and up to date. Create Listing Book for each listing. Coordinate with the KSIR Marketing team on all listing marketing, update/input data into Kuper Connect as necessary.
- Calendar Management: Maintain a detailed calendar of listing launches, open houses, and client meetings and inspections. Schedule and confirm appointments as needed.
- Communication: Draft and send messages, updates, and property-related communication to clients. Create a template/Sellers Report to update Sellers on listing activity and send out weekly/monthly updates.
- Transaction Support: Assist agent in the preparation and follow-up of paperwork, contracts, and coordination of transaction timelines. Coordinate with KSIR Admin/TC on all paperwork.
- Marketing Support: Assist in creating promotional materials for listings, including flyers, brochures, and online advertisements. Coordinate with the KSIR Marketing team on all marketing.
- Database: maintain database of all clients and assist with annual holiday gifts.
- SIR Marketing: maintain SIR colleagues in database and assist with regular communication and annual gifts. Assist with the preparation of hand-outs and party planning for various SIR events throughout the year.
- Social Media: Assist in providing content to the SM Consultant for posting.
- Seller and Buyer showings: Manage Seller client escorted showings as requested. Arrive early and turn on all lights and ready the house for the showing. Manage Buyer showings as requested, create schedule, make all appointments, communicate with Buyers on the details. Always be on time!
- Client Interaction: Provide exceptional customer service, responding to inquiries and assisting clients during open houses and showings.
Qualifications:
- Must be a licensed Real Estate Agent in Texas.
- Minimum 5 years of experience in the real estate industry.
- Previous experience as an assistant in a real estate office.
- Strong organizational skills and the ability to manage multiple projects simultaneously.
- Self-Starter with a high level of initiative.
- Ability to work independently and as part of a team.
- Excellent organizational skills and attention to detail.
- Strong time management capabilities.
- Ability to work very well under pressure.
- Proficient in using real estate software (MLS, CRM platforms, and marketing tools).
- Excellent communication skills, both verbal and written.
- Experience with social media marketing and property listing platforms.
- Ability to work in a fast-paced environment while maintaining attention to detail.
- A positive and professional attitude with strong interpersonal skills.
Education and Experience:
- High school diploma or equivalent required; college degree a plus
- Texas Real estate license required
- 5+ years of relevant experience in real estate, must have been a Broker or an Assistant to a Top Producer or Director of Operations
Schedule:
- Flexible hours based on real estate showings and open house schedules.
- Some evening and weekend availability is required for open houses and client meetings/showings.
How to Apply: Please submit your resume and a cover letter detailing your experience and qualifications for the position - send to melissa@protechsearch.com
