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Key Responsibilities and Required Skills for a Real Estate Administrator

💰 $45,000 - $65,000

Real EstateAdministrationProperty Management

🎯 Role Definition

The Real Estate Administrator is the organizational backbone of a thriving real estate operation. This pivotal role involves managing the administrative, logistical, and communicative aspects of a property portfolio, ensuring seamless transactions, satisfied tenants, and efficient day-to-day operations. You will be instrumental in supporting real estate agents, property managers, and clients, acting as a central hub for all property-related information and activities. This position requires a proactive, detail-oriented professional who can handle multiple priorities in a fast-paced environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Office Coordinator
  • Customer Service Representative

Advancement To:

  • Property Manager
  • Senior Lease Administrator
  • Real Estate Transaction Coordinator
  • Office Manager (Real Estate Brokerage)

Lateral Moves:

  • Assistant Property Manager
  • Real Estate Paralegal

Core Responsibilities

Primary Functions

  • Diligently manage and maintain comprehensive property files, ensuring all legal documents, lease agreements, maintenance records, and correspondence are accurately filed and updated in both physical and digital systems.
  • Serve as the primary point of contact for tenants, landlords, and external clients, professionally addressing inquiries, resolving issues, and managing communications via phone, email, and in-person meetings.
  • Expertly coordinate and schedule property viewings, inspections, and tours for prospective tenants and buyers, liaising with agents and property owners to ensure seamless access and a positive experience.
  • Meticulously prepare, review, and process lease agreements, renewal documents, purchase contracts, and other critical real estate transaction paperwork, ensuring 100% accuracy and compliance with legal standards.
  • Manage the full accounts receivable cycle, including processing rent payments, security deposits, and other fees, while diligently tracking and following up on any delinquencies or arrears.
  • Support the marketing and listing process by preparing compelling property descriptions, coordinating professional photography, and ensuring listings are accurately posted and updated on the MLS and other marketing platforms.
  • Coordinate with vendors, contractors, and maintenance staff to schedule and oversee property repairs, service requests, and preventative maintenance, ensuring work is completed on time and within budget.
  • Act as a gatekeeper for the real estate team by managing complex calendars, scheduling appointments, coordinating meetings, and preparing necessary materials for team members.
  • Prepare and distribute regular, detailed reports on property performance, including occupancy rates, vacancy status, rent rolls, and financial summaries for portfolio review meetings.
  • Assist in the critical due diligence process for property acquisitions and dispositions by gathering, organizing, and verifying essential documents and information.
  • Maintain and update property management databases and software (e.g., Yardi, AppFolio, MRI), ensuring data integrity for all tenant and property information.
  • Process and code invoices related to property expenses, manage accounts payable, and assist with budget tracking and financial reconciliations to ensure fiscal responsibility.
  • Facilitate a smooth onboarding process for new tenants, which includes preparing and distributing welcome packages, coordinating key handovers, and communicating essential property information.
  • Conduct and document routine property inspections, identifying maintenance needs or lease compliance issues and coordinating the appropriate follow-up actions.
  • Ensure all property operations and documentation adhere to local, state, and federal housing regulations, fair housing laws, and company policies.
  • Draft and distribute official correspondence, tenant notices, community newsletters, and other communications to maintain clear and consistent information flow.
  • Assist senior management in the preparation of annual operating budgets, capital expenditure plans, and financial forecasts for the property portfolio.
  • Track and manage critical dates such as lease expirations, renewal option deadlines, and insurance certificate expirations, providing timely reminders to the team.
  • Perform monthly and quarterly reconciliations of Common Area Maintenance (CAM), property taxes, and insurance expenses, preparing invoices for tenant billing.
  • Create and distribute high-quality marketing materials, including brochures, email campaigns, and social media content, to support leasing and sales efforts.

Secondary Functions

  • Assist in planning and coordinating client, broker, or tenant appreciation events to foster positive relationships.
  • Maintain and manage inventory of office, marketing, and property supplies, placing orders as necessary.
  • Provide backup support for reception or other administrative roles within the office to ensure continuous operational coverage.
  • Conduct market research on comparable properties, rental rates, and local market trends as requested by the leasing or sales team.

Required Skills & Competencies

Hard Skills (Technical)

  • Property Management Software: High proficiency in platforms like Yardi, AppFolio, MRI, or Buildium.
  • MS Office Suite: Advanced skills in Microsoft Word, Excel (including formulas and spreadsheets), Outlook, and PowerPoint.
  • Lease Administration: Strong understanding of lease terminology, clauses, and the full lease lifecycle from drafting to termination.
  • Basic Accounting: Competency in accounts payable/receivable, bookkeeping principles, and financial reconciliation.
  • MLS Proficiency: Experience navigating and utilizing the Multiple Listing Service (MLS) for listing management and research.
  • Database Management: Skilled in accurate data entry, database maintenance, and generating reports from CRM or property databases.

Soft Skills

  • Exceptional Organization: Superior ability to multitask, prioritize a demanding workload, and manage time effectively in a fast-paced environment.
  • Meticulous Attention to Detail: A sharp eye for accuracy in documents, financial records, and communications to prevent errors.
  • Proactive Problem-Solving: The ability to anticipate challenges, identify issues, and independently implement effective solutions.
  • Stellar Communication: Excellent written and verbal communication skills for professional and clear interaction with clients, tenants, and team members.
  • Customer Service Excellence: A dedicated, client-focused approach with the ability to handle inquiries and complaints with patience and diplomacy.
  • Discretion and Confidentiality: Proven ability to handle sensitive financial and personal information with the utmost integrity.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Real Estate
  • Finance
  • Communications

Experience Requirements

Typical Experience Range:

  • 2-5 years of administrative experience.

Preferred:

  • At least 2 years of direct experience in a real estate, property management, or legal environment is highly preferred. A real estate license is a plus but not always required.
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