Administrative Assistant
10 days ago
Philadelphia
Job Description Are you hard-working and detail-oriented? Love systems, processes, and procedures? Enjoy a fast-paced work environment with lots to do? Love serving people and checking things off your to-do list? Are you a self-starter who is motivated to succeed, able to adapt, and driven to find solutions? Ready to join the exciting world of real estate? We should probably talk! An Administrative assistant is needed for a top-ranking real estate team in the Philadelphia area. With the help of this individual, the agent is hoping to focus more on selling Real Estate and much less on the back-end/daily administrative tasks. We are looking for an exceptional candidate who is willing to go above and beyond to help the team grow through creative marketing, client referrals, and excellent customer service. The ideal candidate will possess a background in Real Estate; however, this is not a requirement. The candidate should have a proven track record of creating and implementing systems and procedures in an office atmosphere. This person will have a strong sense of urgency and must enjoy "to-do lists". The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership within the team. Compensation: • Salary Range: $45,000 - $55,000, • Paid Time Off (PTO), • Bonuses Considered, • Assisting and supporting the owner in all business and personal areas that need attention., • Maintaining and organizing all database management systems., • Screening, prioritizing, and directing phone calls and emails, and distributing correspondence promptly., • Handling requests and inquiries with a high level of professionalism and care., • Scheduling and coordinating meetings, appointments, and important deadlines., • Producing polished reports, presentations, and briefs as needed., • Assisting clients and ensuring they receive an extraordinary, seamless experience from start to finish., • Managing day-to-day office operations to keep things running smoothly., • Tracking expenses accurately and helping create effective, organized budgets., • Providing lead management support to ensure proper follow-up and organization., • Marketing listings, the business, and the team through social media and other platforms., • Creating and implementing marketing plans for each transaction., • Developing a quarterly marketing calendar that includes social media, email campaigns, mailers, seasonal items, and annual events., • Implementing systems to manage end-to-end processes; streamlining workflows, documenting procedures, and identifying new areas for improvement., • Coordinating transactions—communicating upcoming deadlines, managing checklists, and ensuring every step of the process is completed accurately., • Guiding clients through the closing process with clarity and confidence., • (Eventually) Assisting with hiring, training, and holding team members accountable., • This person will love checklists, “to-do” lists, paperwork, and email—and will thrive on getting things done the right way.Qualifications:, • Outstanding organization., • Strong attention to detail., • Tech savvy; up-to-date with the latest office gadgets and applications, and able to navigate new systems quickly., • Able to multitask and prioritize daily workload - can work on multiple projects at once., • Able to work independently to support a team and appropriately manage time., • Excellent verbal and written communication skills, extremely responsive, and always prompt., • Strong problem-solving abilities., • Discretion and confidentiality., • Customer service focus., • College degree and social media experience preferred., • Comfortable handling strong personalities., • This person must have a CAN and WILL DO attitude. This person will do anything and everything they need to in order to free their agent up to sell.About Company Clay Shaffer is a dedicated real estate professional with Compass, serving the Philadelphia market with a strong focus on client experience, precision, and results. For the past 4 years, Clay has been recognized by Philadelphia Magazine as a Top Real Estate Producer in Philadelphia. With a background in managing multi-unit operations, Clay brings a high level of organization, attention to detail, and a client-first mindset to every transaction. His energy, local market knowledge, and commitment to excellence help ensure each client receives a smooth and supportive real estate experience. This role will directly support Clay and his growing business as he continues to elevate the level of service offered to buyers, sellers, and renters across the region.