Real Estate Administrative Assistant
About The Position
We’re hiring a highly capable Office Administrator to join our fast-paced real estate office in Anacortes, WA. This is a full-time, in-office role (Monday–Friday, 9:00 AM–5:00 PM) and a critical position supporting our agents, leadership, and clients. This is not a passive or slow-paced desk job. You’ll be the central hub of daily operations—handling client communication, managing multiple systems, preparing marketing and listing materials, supporting events, and helping keep the office running smoothly without needing constant direction. We’re looking for someone who can think on their feet, prioritize competing tasks, and solve problems independently. You should be comfortable figuring things out, finding answers, and taking initiative when something needs to be done. The right person is organized, dependable, and resourceful—someone who thrives in an environment where no two days look the same and where details matter. If you enjoy being relied on, take pride in staying one step ahead, and want to support a high-performing real estate team, this role may be a great fit.
Requirements
- Prior experience in real estate, title/escrow, banking, or office administration is helpful but not required
- Strong customer service skills with a professional and confident presence
- Ability to work in a fast-paced environment and manage multiple priorities
- Self-starter who can think critically, solve problems, and find answers independently
- Comfortable using technology such as Google Workspace, Microsoft Office, CRMs, and digital file systems
- Quick learner who adapts easily to new tools and procedures
- Reliable and trustworthy with the ability to handle confidential information
- Clear written and verbal communication skills
- Team-oriented attitude with a willingness to step in wherever needed
- Strong attention to detail and sound judgment
- High school diploma or GED required
Responsibilities
- Client Communication & Experience Answer and manage incoming office calls, texts, and voicemails while maintaining accurate records
- Greet clients and visitors professionally and provide relevant materials and information
- Collect client details and notify the team leader of walk-ins or inquiries when needed
- Marketing & Listing Support Assemble and coordinate printing of CMAs and pre-listing packets
- Track, organize, and restock buyer guides, listing materials, and marketing resources
- Office & Meeting Coordination Prepare and reset the conference room for meetings and presentations
- Assist with Zoom setup and meeting logistics
- Maintain a clean, organized, and welcoming office environment
- Administrative & Systems Support Schedule and manage calendars and Zoom meetings
- Enter new leads into Follow Up Boss, assign tasks, and notify team members
- Assist with data entry and daily operational tasks
- Compile and report agent statistics to the team leader
- Client Gifting & Team Culture Coordinate birthdays, anniversaries, and milestones with cards, gifts, and décor
- Prepare, deliver, and track client thank-you and closing gifts
- Send congratulatory and follow-up notes
- Errands & Field Support Run local errands, including deliveries and gift pickups
- Manage lockboxes and bootie baskets
- Provide occasional personal assistance to the team leader
- Social Media & Events Capture photos and short content for listings, events, and community moments
- Assist with planning and execution of team and client events
- Tools, Tech & Communication Use office systems and technology efficiently
- Communicate with the team through Google Chat and email
- Complete tasks assigned by leadership with minimal supervision
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
