Real Estate Administrative Coordinator
Wilmington, NC
Direct Hire
Up to $50,000 annually DOE
Monday-Friday | 9:00 AM – 5:00 PM
Join a well-established real estate brokerage that provides residential and commercial real estate services throughout the region. We are seeking a highly organized and detail-oriented Real Estate Administrative Coordinator to support daily office operations, transaction management, agent onboarding, contract administration, and community engagement initiatives.
The ideal candidate will have strong administrative skills, excellent customer service abilities, and experience managing multiple priorities in a fast-paced real estate environment.
Key Responsibilities
- Manage and maintain all transaction documentation, ensuring files are complete, accurate, and compliant
- Review real estate contracts, forms, and related documents for completeness and compliance
- Monitor transaction timelines, important deadlines, and provide notifications to appropriate parties when necessary
- Handle agent contract administration, ensuring all required agreements are completed and signed
- Maintain office files, digital records, and paperless systems
- Enter and update transaction data within accounting and office management systems
- Reconcile MLS information with accounting records and maintain accurate reporting
- Process commission deposits, escrow funds, and other financial transactions
- Compile and distribute weekly and monthly reports to leadership and staff
- Coordinate schedules for walkthroughs, closings, meetings, and other appointments
- Plan and support company-sponsored events, networking activities, and community outreach initiatives
- Assist with onboarding new agents, including software training and ensuring users remain current on office systems and technology platforms
- Provide basic troubleshooting for office technology, computer, and printer issues
- Manage office operations, conference rooms, workspaces, and security/access systems
- Answer and direct incoming phone calls and provide exceptional customer service
- Support agents and staff members across multiple office locations
- Maintain confidentiality of sensitive company, agent, and client information
- Enforce compliance with all real estate documentation requirements
- Perform additional administrative and operational duties as assigned
Qualifications
- Previous experience in real estate administration, transaction coordination, office administration, or a related field
- Strong knowledge of real estate contracts, forms, and transaction processes preferred
- Excellent organizational and time-management skills
- Strong attention to detail and ability to meet deadlines
- Proficiency with Microsoft Office and office management software
- Ability to learn new systems and assist with training others
- Professional communication and customer service skills
- Experience with accounting, MLS, or real estate software platforms is a plus
- Ability to multitask and work independently in a fast-paced environment