Executive Assistant

Overview
We are seeking a dynamic and highly organized Executive Assistant to join our team and provide exceptional administrative support to our leadership. This vital role ensures smooth daily operations by managing schedules, coordinating communications, and handling a variety of clerical and office management tasks. The ideal candidate will demonstrate excellent organizational skills, strong computer literacy, and a proactive attitude to help drive efficiency and professionalism across the organization. This paid position offers an exciting opportunity to be an integral part of a fast-paced, growth-oriented environment.

Responsibilities

Accounts Receivable

• Track and record incoming agent commissions
• Generate and issue agent expense statements
• Maintain staff expense budget sheets
• Manage landlord/property management accounts
• Collect monthly rent payments and past-due balances
• Receive and deposit commission checks and other payments

Accounts Payable

• Issue commission checks to agents (ZipForms → BrokerWolf workflow)
• Calculate brokerage split percentages
• Calculate E&O insurance contributions
• Calculate RE/MAX franchise fees
• Issue rental payments to landlords
• Pay monthly office expenses, rent, and utilities
• Review invoices for accuracy, pricing, and duplicates
• Negotiate pricing on services when appropriate

Reconciliations & Reporting

• Reconcile all accounts monthly to ensure accuracy
• Manage American Express reconciliations and match receipts
• Maintain general ledger, sub-ledgers, and chart of accounts
• Audit account balances regularly
• Prepare monthly and quarterly:
• Income statements
• Agent sales reports
• Agent listing reports
• Agent performance reviews
• Reconcile listings and transactions with internal team members
• Process closed transactions for RE/MAX reporting

Brokerage Operations & Transaction Management

• Maintain and update BrokerWolf and RE/MAX systems
• Input new property listings and transactions
• Terminate expired listings and cancelled contracts
• Ensure transaction files are accurate and compliant
• Review agent transactions in ZipForms prior to commission disbursement
• Provide weekly contract follow-ups:
• Contact lenders, inspectors, buyers, and other parties
• Provide updates to all parties
• Ensure all updates are completed by 4:00 PM every Monday
• Reconcile listings and transactions with team members

Lead Management & Sales Support

(Tuesdays & Thursdays)

• Follow up on all inbound and online leads across multiple platforms
• Call, text, and email prospects consistently
• Move unresponsive leads into drip campaigns after two weeks
• Maintain consistent tracking and follow-up systems

Human Resources Administration

• Process activation and termination of agents and staff
• Manage new hire documentation
• Coordinate activations/terminations with:
• TREC
• RE/MAX
• Local Association of Realtors (LAR)
• Enter and maintain accurate data in BrokerWolf
• Maintain updated records for all agents and staff

Executive Support

• Provide direct administrative support to brokerage leadership
• Handle special projects and requests
• Coordinate pick-up/drop-off tasks as needed
• Maintain detailed notes and follow-through on assigned items

Weekly Workflow

Monday

• Follow up on all active contracts
• Provide transaction updates to all parties
• Ensure all updates are completed by 4:00 PM

Tuesday & Thursday

• Lead follow-up and prospect engagement
• CRM management and drip campaign placement

Wednesday & Friday

• Review transaction files
• Cut commission checks
• Process invoices
• Verify BrokerWolf accuracy prior to payment

Qualifications

• 3–5+ years experience in accounting, real estate operations, or brokerage management
• Strong knowledge of accounts payable and receivable
• Experience with real estate transaction systems (BrokerWolf, ZipForms preferred)
• Understanding of commission structures and brokerage splits
• Strong reconciliation and reporting skills
• Excellent organizational and time management skills
• High level of discretion and confidentiality
• Strong communication and negotiation skills
• Ability to multitask and manage competing priorities

Benefits:

• Flexible schedule

Work Location: In person