Office Assistant - Real Estate

Job Title: Office Assistant - Real Estate Agency
Location: Toms River, NJ

Type: Direct Hire
Compensation: $70,000 - $80,000+ (based on experience) + team performance incentives (typically around 1K+ per month)
Work Model: Requires 100% onsite work at our office in Toms River, NJ (Remote work is not available)
Hours: Monday – Friday, 9:00 AM – 5:00 PM
Benefits: Medical insurance (paid at 50% of premiums) and approximately 15+ paid holidays + paid sick time.
Attire: Business professional, every day.

Office Assistant - Real Estate

About the Role:

• The Office Assistant - Real Estate role is designed for a real estate administrative professional who understands how to coordinate important real-estate transactions & updates in real-time with key stake holders listings. This person wants to take a more active role in driving deals from launch through closing.
• You’ll work alongside with one of the hottest and high-performing real-estate firms along the Jersey Shore (located in Toms River, NJ) specializing in luxury & high-end residential along with light commercial properties (typically around or less then $3 million).

What You’ll Own:

• End-to-end life cycle of the real-estate sales process.
• Stakeholder management: from MLS listing through closing
• Marketing launch (MLS) and uploading pictures of high-end residential and commercial properties (drone footage)
• Coordination of all stakeholders involved in active deals. Example: updating important information with attorneys, title/escrow, buyers/sellers, inspectors, contractors, lenders, i.e. key stakeholders.
• Timeline and milestone tracking across multiple transactions for multiple listings
• Listing accuracy and visibility across MLS and syndication platforms
• Transaction file management and deal documentation
• Client and vendor communication throughout the lifecycle of each deal

Your Impact: Drive Listings & Support Deal Flow:

• Own the go-live process for new listings, ensuring readiness and quality presentation
• Coordinate photography, staging, and marketing materials
• Track deal progress and proactively manage deadlines and contingencies
• Communicate updates and keep all parties aligned from listing to closing

• Prepare CMAs, listing packages, and client-facing materials
• Ensure listings are accurately entered, optimized, and maintained across MLS and platforms
• Support online presence, listing performance, and client review generation
• Maintain a high-end, polished standard across all property marketing

• Manage multiple listings and transactions simultaneously
• Coordinate with agents, attorneys, lenders, inspectors, and vendors
• Assist with scheduling showings, inspections, appraisals, and closings
• Maintain organized records and support commission processing

• Maintain clean, compliant digital transaction files
• Track pipeline activity, deadlines, and deal status
• Ensure consistency, follow-through, and attention to detail across all active deals

What Makes This Role Different:

• Step beyond marketing into a true deal-focused position
• Direct exposure to both commercial and luxury residential transactions
• High visibility role working alongside a top-producing broker
• Blend of marketing, operations, and transaction involvement
• Opportunity for long-term growth within a growing real estate business

What You Bring:

• Experience in real estate marketing, listing coordination, or within a brokerage environment
• Strong understanding of MLS systems and listing workflows
• Ability to manage multiple listings and timelines with accuracy
• Strong communication skills with clients and industry professionals
• Highly organized with a proactive, ownership-driven mindset

Valued Experience:

• Experience supporting residential and/or commercial real estate transactions
• Familiarity with CRM systems and real estate platforms
• Exposure to transaction coordination or deal lifecycle management
• Experience working in a fast-paced, high-volume real estate office

Who Thrives Here:

• Individuals who want to move beyond administrative work into owning outcomes
• Professionals who enjoy both the marketing and operational sides of real estate
• Detail-oriented self-starters who can manage multiple moving parts
• Team players who take pride in delivering a polished, high-end experience

Success Looks Like:

• Listings launched smoothly with strong presentation and accuracy
• Transactions progressing on time with minimal delays
• Clear communication and coordination across all stakeholders
• Organized, compliant deal files and efficient closing processes
• Consistent support of a high-performing, fast-moving real estate operation