Administrative Assistant

Role Overview:

We are looking for a detail-oriented and tech-savvy Administrative Assistant to support our transaction coordination operations. In this role, you will be the backbone of our file management process — ensuring that agent-submitted real estate documents are received, organized, and prepared for broker review in a timely and accurate manner through our proprietary platform.

This is a great opportunity for someone who is eager to learn the real estate industry from the inside out and grow within a dynamic and supportive team environment.

Key Responsibilities

• Review and accept incoming real estate transaction files submitted by agents, ensuring completeness and accuracy

• Sort and organize documents into the appropriate online folders within HomeSmart’s internal platform

• Prepare transaction files for broker review in accordance with established timelines and compliance standards

• Learn and apply knowledge of real estate documents (e.g., purchase agreements, disclosures, addenda) to properly categorize and handle files

• Communicate professionally with internal team members regarding missing documents or follow-up items via email

• Maintain organized digital records and ensure all documents are properly stored and labeled

• Flag any incomplete, incorrect, or non-compliant files and escalate as needed

• Support general administrative tasks as directed by the team

• Potential to grow into a client- and agent-facing phone support role over time

Qualifications

Required

• Strong computer literacy and comfort navigating cloud-based platforms and document management systems

• High attention to detail with the ability to handle high volumes of documents accurately

• Excellent written English communication skills

• Ability to learn and comprehend real estate documents with training provided

• Strong organizational skills and ability to prioritize tasks in a fast-paced environment

• Reliable internet connection and a professional remote work setup

Preferred

• Prior experience in a real estate, legal, mortgage, or administrative support role

• Familiarity with transaction management platforms (e.g., DocuSign, Dotloop, Skyslope, or similar)

• Experience working in a remote, production-based environment

•

• Strong interpersonal, customer service and communication skills

• Ability to multitask

• Proficient in Microsoft Office suite

This is a full time role

Up to $6/hr

100% Remote