Job Summary

Harmony Homes LLC is seeking a highly organized, proactive, and detail-oriented Remote Administrative Assistant to provide comprehensive virtual support to our real estate agents, brokerage operations, and leadership. This critical role ensures smooth daily administrative functions, efficient transaction processing, and a professional brand presence, enabling our team to focus on client relationships and closing deals.

Key Responsibilities

Administrative & Operational Support

• Calendar and Communication Management: Manage agent and leadership calendars, schedule appointments, coordinate meetings (virtual and in-person as needed), and screen/direct incoming calls and emails.

• Document Management: Organize, file, and maintain a high volume of digital real estate documents, contracts, and confidential client files using cloud-based management systems (e.g., Google Workspace, Dropbox, transaction software).

• Data Entry and CRM Management: Accurately enter and maintain property, client, and transaction data within the company's CRM and transaction management platforms (similar to Zillow's technology focus).

• Report Generation: Compile and distribute weekly or monthly reports on sales pipeline status, agent activity, marketing campaign performance, and other key business metrics.

• General Administration: Handle digital correspondence, create professional presentations, prepare expense reports, and procure virtual office supplies or services as required.

Transaction Coordination & Listings

• Listing Preparation: Coordinate all aspects of preparing new property listings, including scheduling professional photography, virtual tours, and writing compelling property descriptions.

• MLS & Platform Management: Enter, update, and monitor property listings on the Multiple Listing Service (MLS) and company platforms, ensuring accuracy and compliance across all channels.

• Compliance: Track all critical deadlines (e.g., option period, inspection) and ensure all transaction paperwork and disclosures are completed, signed, and filed correctly according to Texas Real Estate Commission (TREC) regulations.

• Stakeholder Communication: Serve as a communication hub, coordinating between agents, clients, lenders, title companies, and attorneys to ensure a seamless closing process.

Marketing & Client Relations

• Digital Marketing Support: Assist in creating, scheduling, and managing content for social media platforms, email newsletters, and online advertisements.

• Client Database Maintenance: Implement and maintain systems for lead tracking, follow-up, and client appreciation programs (e.g., closing gifts, seasonal cards).

• Market Research: Conduct basic market analysis and competitive intelligence to support agents in property valuation and preparing client proposals.

Qualifications and Skills

Required Qualifications

• High School Diploma or equivalent; a college degree is a plus.

• Minimum of 2+ years of administrative or operational support experience, preferably in a fast-paced environment.

• Proven ability to work independently and efficiently in a remote setting.

• Exceptional organizational skills and meticulous attention to detail.

• Strong verbal and written communication skills with a professional demeanor.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace.

Preferred Skills & Experience

• Experience in the real estate industry (brokerage, title, or mortgage).

• Familiarity with real estate-specific software, such as CRM platforms (e.g., Salesforce, HubSpot, or a real estate-specific CRM), transaction management software (e.g., Dotloop, SkySlope), and MLS systems.

• Knowledge of the Texas real estate market and basic TREC compliance requirements.

• Experience with digital marketing tools (e.g., social media scheduling, email marketing).

  
  

  
  

  
  

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