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Key Responsibilities and Required Skills for Real Estate Administrative Assistant

💰 $ - $

Real EstateAdministrationProperty Management

🎯 Role Definition

The Real Estate Administrative Assistant provides high-impact administrative and operational support across leasing, property management, and sales teams. This role combines landlord/tenant communication, transaction coordination, document management, and calendar/office operations to ensure properties are marketed effectively, leases and closings are processed accurately, and internal teams have the timely information needed to meet financial and service targets. Ideal candidates are organized, tech-savvy, customer-focused, and experienced with property management software (e.g., AppFolio, Yardi), MLS/IDX systems, and lease administration processes.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Receptionist in a property or corporate environment
  • Leasing Consultant or Leasing Agent
  • Office Coordinator in real estate or facilities management

Advancement To:

  • Property Manager / Senior Property Administrator
  • Transaction Coordinator or Closing Coordinator (sales side)
  • Office Manager for a real estate office or property management firm
  • Leasing Manager or Operations Manager

Lateral Moves:

  • Leasing Consultant / Leasing Manager
  • Office Administrator for a corporate real estate department
  • Client Services Coordinator for property owners or investment groups

Core Responsibilities

Primary Functions

  • Manage end-to-end lease administration including preparing, proofreading, and executing lease agreements, lease renewals, amendments, and extensions; ensure accurate capture of key dates (rent commencement, escalation, termination windows) and upload documents to the property management system for audit-ready records.
  • Serve as the primary administrative point of contact for prospective and current tenants—field inbound leasing inquiries, schedule and conduct property showings, process applications, perform background/credit checks, and follow up to accelerate lease conversion and occupancy targets.
  • Coordinate transaction workflows for property acquisitions, dispositions, and brokerage closings: compile closing checklists, liaise with attorneys/title companies, obtain required signatures, distribute closing documents, and ensure timely recording and archiving.
  • Maintain and reconcile tenant billing and receivables data in property management or accounting systems; prepare rent roll updates, generate monthly invoices, process security deposit transactions, and escalate delinquent accounts to property managers or collections per company policy.
  • Oversee marketing of vacant units and properties by creating and posting MLS/online listings, writing compelling property descriptions, uploading professional photos and floor plans, scheduling virtual tours, and monitoring listing performance to optimize time-to-lease metrics.
  • Prepare and distribute detailed monthly and ad-hoc operational reports (occupancy reports, rent roll, maintenance logs, vendor invoices) to property managers, asset managers, and owners, ensuring data accuracy and timeliness to support financial decision-making.
  • Maintain calendar and scheduling for property tours, inspections, vendor visits, owner meetings, and executive leadership; proactively coordinate with multiple stakeholders to minimize conflicts and maximize utilization of showroom / meeting spaces.
  • Support vendor and contractor onboarding and administration: collect W-9s, insurance certificates, vendor agreements; track service contracts and warranties; schedule preventive maintenance and coordinate emergency repairs to reduce downtime and liability exposure.
  • Manage transaction and document workflows using e-signature platforms (DocuSign, Dotloop), ensure version control, and maintain an organized digital filing system to streamline audits and regulatory reviews.
  • Execute front-desk and office administrative duties including mail handling, phone triage, visitor coordination, supply procurement, and maintaining common areas to present a professional office environment for clients and guests.
  • Serve as the compliance liaison for property-level regulatory requirements: submit license renewals, prepare documentation for inspections, track certificate expirations, and ensure lease and marketing materials comply with fair housing and local regulations.
  • Support onboarding and HR tasks for onsite staff—prepare offer letters, track training completion, manage background screening logistics, and maintain employee files related to property personnel.
  • Assist property managers with budgeting and expense control by entering vendor invoices, coding expenses to proper GL accounts, tracking capital expenditures, and flagging budget variances for manager review.
  • Conduct move-in and move-out inspections coordination, generate condition reports, process security deposit deductions with supporting documentation, and coordinate turnover cleaning and repairs to minimize vacancy days.
  • Maintain customer relationship management (CRM) records for owner, investor, and tenant contacts; log interactions, follow-up tasks, and pipeline activities to improve retention and referral rates.
  • Facilitate owner and investor communications—compile performance summaries, prepare monthly statements, coordinate quarterly reviews, and route capital requests with supporting documentation for approval workflows.
  • Support property-level energy, sustainability, or renovation projects by coordinating vendor bids, tracking permits, scheduling site visits, and preparing documentation to ensure projects stay on timeline and budget.
  • Troubleshoot tenant concerns and service requests in a professional, timely manner: qualify requests, assign to appropriate vendors, follow up to resolution, and ensure tenant satisfaction metrics are tracked and improved over time.
  • Conduct data entry and quality assurance audits in property management systems to maintain integrity of unit, tenant, and lease records; correct discrepancies and implement process improvements to reduce recurring errors.
  • Prepare and manage legal and statutory notices (late rent, lease violation, eviction initiation) under direction of property manager or legal counsel; ensure proper delivery methods and documentation for enforcement actions.
  • Coordinate open houses, community events, tenant appreciation programs, and resident communications to strengthen tenant engagement, drive renewals, and support community branding efforts.
  • Provide executive administrative support to regional property managers and leadership teams including travel arrangements, expense reporting, presentation preparation, and coordination of board/owner meetings.

Secondary Functions

  • Assist with market research and competitive analysis to inform pricing strategy, amenity updates, and marketing messaging for individual properties.
  • Support digital asset management: update website listings, social media posts, and email marketing campaigns to promote vacancies and community events.
  • Help implement and document standard operating procedures (SOPs) for administrative and leasing processes to improve consistency and onboarding efficiency.
  • Participate in special projects such as software migrations (CRM or property management platforms), process automation initiatives, or office relocations as assigned by operations leadership.
  • Coordinate tenant move logistics with third-party vendors and internal teams during property transitions, ensuring smooth communication and change management.
  • Provide backup support for accounting/payroll tasks during peak cycles or staff absences to maintain business continuity.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency with property management software (e.g., AppFolio, Yardi Voyager, Buildium) — data entry, reporting, lease management, and owner statements.
  • Experience using multiple listing services (MLS/IDX) and residential/commercial listing platforms; ability to create, optimize and syndicate property listings.
  • Strong Microsoft Office skills (Excel for reporting and reconciliation, Word for lease documents, Outlook calendar/email management); familiarity with Google Workspace a plus.
  • Experience with CRM systems for tenant and owner relationship management (Salesforce, HubSpot, or industry-specific CRMs).
  • Familiarity with e-signature and transaction management tools (DocuSign, Dotloop) and digital document workflows.
  • Basic bookkeeping and accounts payable/receivable knowledge (rent rolls, invoices, GL coding) and familiarity with accounting workflows for property management.
  • Ability to prepare and interpret common property reports (rent roll, occupancy, delinquency, operating statements).
  • Knowledge of lease terminology, legal notices, and compliance obligations (Fair Housing, local landlord-tenant laws).
  • Experience with calendar and project management tools (Asana, Trello, Smartsheet) to coordinate tasks across teams.
  • Comfortable with cloud storage and document management platforms (SharePoint, Dropbox, Google Drive), ensuring organized, searchable records.

Soft Skills

  • Exceptional written and verbal communication skills for professional interactions with tenants, owners, vendors, and legal partners.
  • Strong organizational skills with demonstrated ability to manage multiple priorities and deadlines in a fast-paced, detail-oriented environment.
  • Customer-service mindset with empathy, professionalism, and the ability to de-escalate sensitive tenant or owner issues.
  • High level of attention to detail and accuracy when preparing legal documents, financial reports, and tenant records.
  • Problem-solving orientation with the ability to anticipate operational bottlenecks and propose practical solutions.
  • Time management and prioritization skills, capable of balancing reactive tenant requests and planned administrative work.
  • Discretion and confidentiality when handling lease documents, tenant records, and owner financial information.
  • Team collaborator who supports cross-functional goals and can communicate status and risks to managers proactively.
  • Adaptability to changing tools, processes, and local market conditions; quick learner of new software and procedures.
  • Initiative and ownership: ability to follow through on action items, close loops, and improve processes independently.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate's or Bachelor's degree in Business Administration, Real Estate, Finance, or related field preferred.

Relevant Fields of Study:

  • Real Estate
  • Business Administration
  • Property/Facility Management
  • Accounting or Finance

Experience Requirements

Typical Experience Range: 1–4 years of administrative or leasing experience in real estate, property management, brokerage, or a related hospitality/service industry role.

Preferred: 2–5 years of hands-on experience with lease administration, property management software (AppFolio, Yardi), MLS listings, or transaction coordination with demonstrated accountability for occupancy, rent collection, and owner reporting.

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