Full-Time Administrative Assistant

Administrative Assistant

Haus M | KW Advantage III Keller Williams Realty | Orlando, FL

Compensation: Salary with bonus and growth potential

Reports To: CEO

Works Closely With: Virtual Assistant, Vendors, Referral Partners, Clients

Job Summary

The Administrative Assistant will support the daily operations of a high volume real estate team by managing systems, coordinating transactions, improving workflows, and assisting with marketing, client relations, and lead generation support. This role is ideal for someone who thrives behind the scenes, loves organization and structure, and enjoys making operations run smoothly. The candidate should be friendly, outgoing, and comfortable communicating with clients while maintaining strong attention to detail. This position is perfect for someone who prefers operations, client coordination, administration, marketing and systems management. As a growing company, they must be able to pivot from any of the tasks listed below and must be flexible with other tasks added.

Key Responsibilities

Operational Support

Organize and maintain team systems, databases, digital files, and workflows

Coordinate communication between team members, leads, clients, vendors, and partners

Manage calendars, appointments, deadlines, and reminders

Assist with onboarding processes for new listings, buyers, and clients

Monitor and update task lists to ensure smooth daily operations

Collaborate closely with the Virtual Assistant to divide tasks and execute efficiently

Accountability and Executive Support

Keep leadership accountable to priorities, deadlines, and follow up

Manage reminders, task lists, and recurring responsibilities

Anticipate needs and think ahead

Support Jessica with organization, scheduling, and daily execution

Act as a high level administrative and personal assistant when needed

Transaction Coordination

Assist with contract to close timelines for both buyers and sellers

Prepare and review required documents for accuracy

Track deadlines, inspections, appraisals, and contingency timelines

Communicate with clients, co op agents, title companies, lenders, and vendors

Ensure all compliance documents are submitted to the brokerage

Keep agents informed of progress and anticipate upcoming needs

Systems and Process Management

Create and maintain standard operating procedures for team workflows

Identify bottlenecks and propose system improvements

Audit processes regularly to ensure efficiency

Assist in integrating new tech tools, automation, and AI

Maintain consistency across digital files, checklists, and platforms

Marketing and Creative Support (Secondary Responsibility)

Create basic marketing materials using Canva

Assist with social media scheduling and content organization

Prepare listing packets, buyer packets, and property marketing assets

Support email campaigns and newsletters as needed

Event and Client Experience Support

Assist with community events, client events, giveaways, classes, and workshops

Prepare event materials, vendor lists, communication, and timelines

Support client experience touchpoints such as gifting, follow up, and post closing systems

Lead Generation Support

Assist agents with lead generation and follow up tasks

Help manage databases, tags, follow up reminders, and touchpoints

Send pre approved templates, messages, or check ins when needed

Track engagement from open houses, online inquiries, and events

Support lead nurturing systems through Command or CRM tools

Sphere of Influence Contribution

You will be expected to upload your personal contact list (sphere of influence) into the Employer’s CRM for team marketing and relationship building purposes.

Any closings that result directly from your sphere of influence contacts will earn you a bonus per closing.

Additional Duties

You may be required to handle operational tasks including but not limited to picking up and placing lockboxes at properties, running errands for client events and closings, purchasing or delivering closing gifts, attending client closings as needed, and other business related tasks to support seamless client experiences and business operations.

Communication and Team Collaboration

Maintain professional and positive communication with clients and partners

Work in partnership with the Virtual Assistant for efficient task execution

Provide updates and progress reports to the leadership team weekly

Think ahead and proactively identify needs or opportunities

Required Qualifications

Friendly, outgoing, and easy to talk to

Comfortable speaking with clients and partners

Strong organizational and problem solving skills

High attention to detail and follow through

Tech savvy with a desire to learn new platforms

Proficiency with Canva and social media platforms

Enjoys behind the scenes work and supporting a team

Ability to multitask in a fast paced environment

Located in Orlando, Florida with weekend availability when needed

Preferred Qualifications

Experience in real estate administration, operations, or marketing

Familiarity with CRM systems, KW Command, or transaction platforms

Background in business, information systems, or marketing

Ability to think creatively and propose new solutions, Bilingual

Real Estate License Clause

If the Administrative Assistant holds an active Real Estate license, she may occasionally be asked to assist with showings or basic agent support duties as needed. This role is not intended to transition into a sales or agent production position.

Work Schedule and Availability

This is a full time salaried position

First three months

In office training and probation period

Monday to Friday

9 AM to 3 PM

Some after hours support up to 7 PM may be required during probation

After probation

Hybrid work from home option may be available

Typical hours 9 AM to 5 PM

Some days may extend until 7 PM depending on business needs

Some weekend availability may be required for events, clients, and business demands

Fast paced, collaborative team environment

Modification Clause

This job description may be modified at any time based on business needs and at the discretion of the employer. Duties and responsibilities may be added, removed, or changed as necessary to meet operational requirements.