Real Estate Administrator

Real Estate Administrative Support Associate

Location: Issaquah, WA (Seattle Area)
Schedule: Full-time, 30-40 hours per week

We are seeking a motivated, detail-oriented Real Estate Administrative Support Associate to join our successful team in the Seattle/Issaquah area. This role will provide analytical, administrative, marketing, and transactional support while helping the team maintain momentum and deliver an excellent client experience.

Administrative & Sales Support:

• Provide day-to-day administrative support including calls, client reception, scheduling, correspondence, filing, copying, and meeting coordination.

• Organize and maintain electronic and physical real estate transaction files and review files for pre-audit compliance.

• Support sales executives with meetings, travel, presentations, and related activities.

• Provide informal technical assistance or training to team members as needed.

Research & Data Management:

• Enter, update, verify, and maintain real estate data in databases, spreadsheets, and other systems with a high degree of accuracy.

• Validate information from property records, leases, contracts, market reports, and other sources.

• Review and clean data, correct errors, remove duplicates, and maintain data integrity.

• Reconcile and update property listings, market information, and related records.

• Research and navigate municipal, county, zoning, and other public records.

Transaction Management:

• Assist with preparing and reviewing contracts, disclosures, RFPs, LOIs, and other transaction documents for accuracy and completeness.

• Track transaction activity and critical dates to help ensure milestones and deadlines are met.

• Compile client due diligence materials including surveys, maps, reports, and status updates.

• Gather, organize, and maintain transaction documents, agreements, leases, and related materials.

• Maintain closed-deal comparables and files and support state-required record retention.

Marketing:

• Assist the Marketing Director with property catalogs, brochures, email campaigns, and other marketing materials.

• Maintain marketing contact and mailing lists.

• Gather and organize data for listing proposals, marketing updates, BOVs, and analytics reports.

• Manage and update listings across MLS and commercial real estate platforms including CBA, LoopNet, CoStar, and Crexi.

Reporting & Presentation:

• Research costs, supplies, and services and obtain bids to support budget preparation.

• Assist with monthly and quarterly client and management reports.

• Prepare and maintain listing progress and status reports.

Key Competencies:

• Excellent written and verbal communication skills.

• Motivated, proactive, solution-oriented, and dependable.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• Detail-oriented with excellent accuracy, numerical, analytical, and critical-thinking skills.

• Creative problem solver who can identify opportunities for process improvement.

• Team player who works effectively with clients and colleagues.

• Comfortable working independently in a fast-paced environment with interruptions and changing priorities.

• Ability to learn quickly and adapt to new systems and technologies.

Requirements:

• Authorized to work in the U.S. without current or future visa sponsorship.

• High school diploma/GED and at least 3 years of related customer service/administrative experience, preferably in real estate, lending, title/escrow, or investment.

• Associate or Bachelor’s degree in Business or related field is a plus.

• Real estate license is a plus; unlicensed candidates must be willing to obtain one within 6 months.

• Basic knowledge of financial, real estate, construction, and lending concepts.

• Intermediate to advanced Microsoft Office skills, especially Word and Excel.

• Proficiency with data entry, spreadsheets, databases, and CRM systems such as Salesforce.

• General familiarity with AI tools.

• Ability to understand instructions, ask clarifying questions, communicate complex information clearly, and meet critical deadlines.