Administrative Assistant Real Estate

Job Description

Job Description

About the job

Administrative Assistant

NextHome Capital Realty | Camp Hill

Position Type: Part-Time to Full-Time

Location: In-Office and possible remote opportunities (with flexibility as systems allow)

Real Estate License preferred, but NextHome will entertain non-licensed applicants with the right qualifications. The candidate will need to obtain a license. A college degree is preferred but not required.

About the Role

NextHome Capital Realty is growing, and we’re looking for a highly organized, proactive, and detail-oriented Administrative Assistant to become the backbone of our business.

This is not an entry-level assistant role. This position is ideal for someone who thrives on systems, loves seeing deals move from “listed” to “closed,” and takes pride in keeping everything (and everyone) running smoothly behind the scenes.

You’ll manage listings, transactions, marketing coordination, office operations, and agent support—freeing our agents to focus on what they do best: clients, negotiations, and lead generation.

If you enjoy real estate, operations, marketing, and being the person who makes everything work—you’ll love this role.

Key Responsibilities

1. Listing Manager (Listing to Contract)

• Manage all seller transactions from signed listing agreement through executed purchase agreement
• Prepare listing materials including:
• Pre-listing presentations
• Listing agreements & disclosures
• Comparative Market Analyses (CMAs)
• Online property profiles and MLS research
• Coordinate all listing logistics:
• Photography, staging, repairs, cleaning, signage, lockboxes, access, and marketing timelines
• Obtain and track all required seller signatures and disclosures
• Input and manage listings in MLS and marketing platforms
• Coordinate showings and collect feedback
• Provide sellers with proactive weekly showing and marketing updates
• Coordinate public and broker open houses
• Submit all documentation for broker compliance
• Maintain accurate records in transaction management and CRM systems

2. Transaction Coordinator (Contract to Closing)

• Manage buyer and seller transactions from executed contract to closing
• Coordinate with title companies, lenders, appraisers, inspectors, and agents
• Schedule inspections and assist with repair negotiations and coordination
• Maintain consistent communication with all parties throughout the transaction
• Track deadlines and ensure contract compliance
• Coordinate possession and moving timelines
• Schedule and attend closings as needed
• Submit complete files for broker compliance
• Schedule post-closing follow-ups (30, 90, and 120 days)
• Request referrals and provide vendor recommendations when appropriate

3. Marketing & Client Experience Coordinator

• Manage and maintain the client database and CRM
• Create and prepare buyer and seller consultation packets
• Coordinate listing and open house marketing materials:
• Flyers, signage, graphics, digital assets
• Manage and update office and agent websites, blogs, and online listings
• Assist with social media posting and engagement (office Facebook page, agent support)
• Track and manage inbound leads from websites and social platforms
• Create and send monthly email marketing campaigns
• Collect and organize client testimonials
• Coordinate client appreciation and vendor events
• Assist with marketing and posting of agent and property videos

4. Administrative & Office Operations

• Oversee daily administrative operations of the brokerage
• Create, implement, and maintain systems for:
• Listings, transactions, CRM, lead tracking, follow-up, and office administration
• Assist with financial organization:
• Assist with bill payments, budgets, P&L tracking, and business accounts
• Order office supplies, marketing materials, and equipment
• Maintain and update office websites and internal systems
• Keep settlement board calendar current and coordinate with title companies
• Review and close out agent files post-settlement and follow up on missing items
• Prepare packets and materials for agent meetings
• Assist with recruiting, onboarding, and training of new agents
• Train agents on:
• SkySlope
• BoldTrail
• MLS
• NextHome back-office systems
• Help ensure agents remain focused on listings, showings, negotiations, and lead generation

5. General Office & Agent Support

• Manage reception area and greet clients and visitors
• Answer and route main office phone line
• Distribute incoming mail
• Maintain conference rooms and common areas
• Stock and maintain coffee and office supplies
• Coordinate office needs with Office Manager
• Assist agents with MLS and back-office questions
• Other administrative duties as needed

Who We’re Looking For

The right person is:

• Extremely organized and detail-oriented
• Comfortable managing multiple transactions at once
• Proactive, not reactive
• Confident communicating with agents, clients, lenders, and vendors
• Tech-savvy and eager to learn new systems
• Calm under pressure and deadline-driven
• Trustworthy, reliable, and professional

Experience in real estate administration, transaction coordination, or brokerage operations is strongly preferred.

Systems You’ll Work With

• MLS
• SkySlope
• BoldTrail
• CRM & marketing platforms
• Google Workspace / Microsoft Office
• Social media platforms

Why This Role Matters

You won’t just be “helping”—you’ll be running the engine behind a growing brokerage. Your work will directly impact agent productivity, client experience, and business growth.

This role offers:

• Long-term stability
• Growth opportunities as the brokerage expands
• A collaborative, supportive environment
• A chance to truly make an impact

Interested?

If this sounds like you, we’d love to connect. Please submit your resume and a brief note explaining why this role excites you.