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

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

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