Administrative Assistant

Role Overview

We are looking for a detail-oriented and tech-savvy Administrative Assistant to support our transaction coordination operations. In this role, you will be the backbone of our file management process — ensuring that agent-submitted real estate documents are received, organized, and prepared for broker review in a timely and accurate manner through our proprietary platform.

This is a great opportunity for someone who is eager to learn the real estate industry from the inside out and grow within a dynamic and supportive team environment.

Key Responsibilities

• Review and accept incoming real estate transaction files submitted by agents, ensuring completeness and accuracy
• Sort and organize documents into the appropriate online folders within HomeSmart’s internal platform
• Prepare transaction files for broker review in accordance with established timelines and compliance standards
• Learn and apply knowledge of real estate documents (e.g., purchase agreements, disclosures, addenda) to properly categorize and handle files
• Communicate professionally with internal team members regarding missing documents or follow-up items via email
• Maintain organized digital records and ensure all documents are properly stored and labeled
• Flag any incomplete, incorrect, or non-compliant files and escalate as needed
• Support general administrative tasks as directed by the team
• Potential to grow into a client- and agent-facing phone support role over time

Qualifications

Required

• Strong computer literacy and comfort navigating cloud-based platforms and document management systems
• High attention to detail with the ability to handle high volumes of documents accurately
• Excellent written English communication skills
• Ability to learn and comprehend real estate documents with training provided
• Strong organizational skills and ability to prioritize tasks in a fast-paced environment
• Reliable internet connection and a professional remote work setup

Preferred

• Prior experience in a real estate, legal, mortgage, or administrative support role
• Familiarity with transaction management platforms (e.g., DocuSign, Dotloop, Skyslope, or similar)
• Experience working in a remote, production-based environment

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• Strong interpersonal, customer service and communication skills
• Ability to multitask
• Proficient in Microsoft Office suite

• This is a full time role
• Up to $6/hr
• 100% Remote