Real Estate Office Assistant

We’re searching for a diligent real estate administrative assistant. You’ll be responsible for managing all paperwork in a timely manner, notifying clients of approaching deadlines, ensuring each deal goes through the proper legal channels, scheduling appointments and walkthroughs, and providing superb customer service. In addition, you’ll work with other staff members to market our brand and arrange company events in the community. Applicants should be extremely thorough, possess great interpersonal skills, and have basic knowledge of paperwork processes and database management. If this sounds like you, apply today!Compensation:

$80,000-$100,000

Responsibilities:

• Ensure each transaction complies with legalities and any tax withholdings are complete
• Schedule necessary appointments with all parties, including open houses and the final walkthrough
• Compete with others in the real estate industry by producing high-quality print and digital marketing materials
• Achieve company objectives and regularly compile a progress report to present to the team
• Participate in training sessions to improve skills with administrative tasks in the real estate industry

Manage pre-listing sale rental preparation and transaction coordination to ensure property listings are introduced to the market at the highest caliber, including:

• Drafting exclusive agreements.
• Gathering due diligence materials and required documentation.
• Coordinating with vendors for staging, photography, and other listing services as needed.
• Serving as the secondary point of contact for correspondence with property owners.
• Overseeing transaction timelines, ensuring compliance, and managing documentation from listing to closing.
• Maintain and manage property listings, ensuring all information is accurate, up-to-date, and aligned with team standards.
• Coordinate and post open houses promptly, ensuring proper scheduling and marketing across all platforms.

Assist in managing the team’s rental portfolio by:

• Drafting and reviewing lease agreements and renewals.
• Overseeing property management tasks, including coordinating maintenance and repairs.
• Serving as the primary liaison for tenant and owner communications, ensuring timely and professional interactions.

Oversee and manage the entire board package process, including:

• Coordinating and preparing comprehensive board packages for clients in compliance with co-op and condo board requirements.
• Ensuring all documentation is accurate, complete, and submitted in a timely manner.
• Acting as the primary point of contact to guide clients through the process and address any board-related inquiries.
• Create and organize property tours and detailed buyer tour books for lead agents, ensuring all materials are accurate, visually appealing, and tailored to client preferences.
• Generate listing reports for property owners, compiling relevant market data, property information, and comparative analysis.
• Work directly with the Director of Operations to collaborate and implement operational improvements, working with the team to execute best practices in structuring an efficient workflow. Frequently evaluate and analyze team productivity and performance. 
• Assist with other related clerical duties and miscellaneous projects as required by the team.

Ad-Hoc Tasks and Site Visits:

• Attend inspections, appraisals, photoshoots, designer visits, and walkthroughs.
• Coordinate and attend meetings with appraisers, architects, designers, and contractors to facilitate project needs. 

Qualifications:

• License for real estate is preferred but not required
• Communicates well, both verbally and written
• Candidates are required to have a high school diploma or GED
• Background in real estate is required for this position
• Available evenings and weekends

• Must have your NYS Real Estate License.
• Bachelor's Degree.
• Minimum 1-2 years of experience in real estate, with a preference for experience in high-end residential markets.
• Tech-savvy, with proficiency in CRM systems and Google Suite.
• Strong knowledge of NYC neighborhoods, trends, and the luxury real estate market is highly preferred.
• A "can-do" attitude and readiness to put in the effort required to succeed in a demanding industry.
• Proactive problem-solver with a positive attitude and the ability to anticipate needs, prioritize tasks, and manage a high-volume workload.
• Ability to understand the timelines of projects, ensuring that all tasks are executed efficiently and in a timely manner.
• Comfortable working in a dynamic environment, adaptable to the evolving demands of a high-profile, fast-paced team.
• Strong interpersonal skills and a team player who thrives in a collaborative environment.
• Willingness to go above and beyond to meet team goals and deliver outstanding results.
• Ability to be in the office 5 days a week and have flexibility on weekends. This role requires availability beyond standard business hours, as real estate operations do not follow a traditional 9-5 schedule.

About Company

Founded by Scott Hustis and Mark Jovanovic, Paradigm Advisory strives to be the blueprint for a transformational approach to real estate. Leveraging decades of combined experience and expertise to help our clients achieve their real estate goals, we bolster the experience and process with the highest level of advisory and concierge service and process-driven strategies.

We transcend industry standards with a first-rate team whose broad range of services stems from each member’s highly specialized skill set. With our deep knowledge of the market, economics, construction, architecture, and design, we cater to our client's needs and create value in maximizing the experience while helping them make wise decisions in order to achieve their goals. Our flexibility — balanced by steady discipline and guidance — allows us to offer tailor-made solutions for our global clientele.

paradigm-advisory.com