Part-Time Licensed Real Estate Assistant

Baird & Warner•Chicago, IL

20h•Hybrid

About The Position

A top-producing real estate team based out of the Edison Park office is seeking a part-time, licensed Real Estate Assistant to support the team’s operations, transaction coordination, and lead management systems. This role is ideal for someone who is confident on the phone, highly organized behind the scenes, and committed to delivering exceptional service and follow-through. The position blends inside sales, administrative operations, marketing support, and transaction management to help the team maintain a high level of client experience while continuing to grow. The assistant will work closely with the team lead and agents to ensure no lead is left behind, transactions run smoothly, and systems remain organized and efficient. This position operates in a hybrid, flexible work environment, with some in-person collaboration at the Edison Park office (7280 W Devon Ave, Chicago) and the ability to work remotely when appropriate.

Requirements

Active Illinois Real Estate License (minimum 1 year licensed)
2–3 years of real estate experience
Membership with a local REALTOR® board (Chicago Association of REALTORS® preferred or willingness to transfer)
Knowledge of Illinois real estate contracts and transaction timelines
Experience working with CRM systems
Experience with SkySlope transaction management software
Strong phone communication skills
Highly organized with strong attention to detail
Reliable transportation and vehicle for travel to the office, client meetings, inspections, etc.

Nice To Haves

Experience supporting a top-producing real estate team
Knowledge of lead list scrubbing and property data research
Proficiency with Canva or other social media/marketing platforms (samples may be requested)
Familiarity with ZenList
Experience with AI tools such as ChatGPT (certification or advanced knowledge is a plus)
Experience with real estate CRM automation and workflows

Responsibilities

Lead Nurturing & Inside Sales (Primary Focus)
Call and follow up with new and existing buyer and seller leads via text, phone, and email
Convert online inquiries into scheduled discovery calls for the team lead or agents
Execute lead follow-up sequences using a designated CRM
Update lead statuses, notes, and follow-up tasks consistently
Maintain Smart Lists and Action Plans to ensure consistent lead engagement
Build relationships with prospects through consistent communication and follow-through
Assist with scrubbing lead lists and acquiring data from property tax and public record sources
Help identify potential opportunities within the team’s database
Operations & Transaction Management
Manage transactions from listing to closing
Ensure compliance with Illinois real estate regulations and brokerage policies
Coordinate communication between agents, clients, attorneys, lenders, inspectors, and title companies
Track contract deadlines, contingencies, and document submissions
Prepare and maintain transaction files using SkySlope
Maintain accurate documentation and organization for compliance and recordkeeping
Administrative Support (Secondary Focus)
Assist with inbox management, file organization, and lead data entry
Help schedule appointments and confirm showings (via ZenList or calendar tools)
Support marketing initiatives by submitting listing forms or uploading content
Maintain and organize SOPs, transaction files, documents, and contact records
Provide coverage and support for the team’s Virtual Assistant (Marianne) during overflow periods or focused project work
Marketing & Business Growth Support
Assist with social media content creation and marketing support
Create simple marketing graphics using Canva or similar platforms
Support lead generation initiatives through social media and digital marketing
Maintain brand consistency across team platforms
Provide marketing and listing preparation assistance when needed