Administrative Assistant (Real Estate Company)

Job Description

Job Description

Pittsburgh real estate/property management company is in need of an experienced Administrative Assistant. The selected candidate will provide administrative support to real estate agents, brokers, or property managers by coordinating transactions, preparing documents, maintaining records, scheduling appointments, and ensuring efficient day-to-day office operations.

Duties to include:

• Answer and direct incoming phone calls, emails, and client inquiries.
• Schedule appointments, property showings, inspections, and closings.
• Prepare and process real estate contracts, listing agreements, purchase agreements, and related documents.
• Maintain transaction files and ensure all required documentation is complete and accurate.
• Coordinate with clients, lenders, title companies, attorneys, inspectors, and other parties throughout the transaction process.
• Enter and update property listings in the Multiple Listing Service (MLS) and other marketing platforms.
• Prepare marketing materials, flyers, brochures, and online listings.
• Maintain client databases and organize electronic and paper filing systems.
• Track contract deadlines, contingencies, and closing dates.
• Order office supplies and perform general administrative duties as needed.
• Maintain confidentiality and provide professional customer service to clients and business partners.

Requirements:

• 3+ years of like administrative support experience, within a real estate office preferred.
• Proficient MSOffice skills (Word, Excel, Outlook).
• Experience with MLS systems and real estate transaction software is a plus.
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail with the ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently and as part of a team in a fast-paced environment.