Contracts & Commissions Administrative Assistant

Baird & Warner•Chicago, IL

6d•Hybrid

About The Position

Baird & Warner Real Estate is seeking a detail-oriented and proactive Contracts & Commissions Administrative Assistant to join their team. This role plays a critical part in supporting their Contracts, Escrow, and Commissions processes, ensuring accuracy, timeliness, and smooth communication across departments. The company emphasizes a supportive culture, professional growth, and work-life balance, aiming to make it easier for homebuyers and sellers to realize their real estate dreams.

Requirements

Strong attention to detail and organizational skills.
Ability to manage multiple priorities and deadlines.
Proficiency with spreadsheets, reporting, and math calculations.
Comfort with handling sensitive financial data with confidentiality.
Prior experience in escrow, commissions, real estate, or administrative operations preferred.
Strong communication and problem-solving skills.

Responsibilities

Manage all escrow-related tasks, including mass postings, cancels, and escrow check dashboards.
Verify daily check dashboard against bank deposits.
Assist with outgoing relocation processing as needed.
Handle Dotloop email reviews for sorting and assigning.
Rental Data entry & Compliance review.
Assistance with ordering Signs down for listings.
Process miscellaneous payments (reimbursements, etc.).
Confirm checks have been cashed and provide assistance with check-related questions (stop payments/reissues).
Prepare and balance reports for Accounting, ensuring all required checks are listed and delivered for scanning.
Coordinate bulk wires and mailing of checks.
Investigate and coordinate payment set up of incoming funds.
Assist in the scheduling of and handling of all in-office encounters including check pick up and drop off.
Manage incoming and outgoing mail, including FedEx packages.
Answer phones and assist with agent/staff inquiries in a timely, professional manner.
Support internal teams with check help, stop payments, and payment confirmations.
Special projects as outlined by management.