Own Real Estate · 1 month ago
Real Estate Executive Assistant
Millbrae, CA
Full-time
Hybrid
Entry, Mid Level
2+ years expOwn Real Estate is a fast-growing real estate and media company seeking an experienced Executive Assistant and Real Estate Transaction Coordinator. This multifaceted role involves providing high-level executive support to the CEO while ensuring seamless transaction processes and compliance, ultimately contributing to the company's growth and operational efficiency.
Property ManagementReal EstateResidential
Responsibilities
Manage the CEO's professional and personal calendar, ensuring timely and efficient scheduling
Coordinate meetings, communications, and relationships with internal and external stakeholders, including clients, vendors, partners, and professional networks
Oversee travel arrangements, events, special projects, and the scaling of ancillary businesses like staging and cleaning services
Build and document efficient workflows and systems to enhance overall operations
Coordinate all aspects of real estate transactions from listing through close of escrow, collaborating with third-party transaction coordination companies to ensure file compliance
Act as a liaison between escrow, title companies, lenders, clients, agents, and other parties to facilitate smooth transactions
Prepare commission demands, track cap/royalty progress for accurate financial reporting, and maintain accurate records to support brokerage operations
Review disclosures and contracts for accuracy and completeness
Research property and zoning inquiries with city/county authorities as needed, identifying potential legal issues and consulting with brokerage counsel to mitigate risks
Advise agents on compliance requirements, best practices, and regulatory adherence to uphold professional standards
Serve as the primary point of contact for agents’ procedural and operational questions (“how do I…”), providing problem-solving support and coordinating between parties to resolve issues efficiently
Assist the sales team manager with training, resources, operational support, recruiting, and retention efforts to attract and retain top talent
Act as a key connector within the team, fostering strong relationships and representing the team’s professional and service standards in all interactions
Conduct regular reviews of key performance indicators (KPIs) to support informed decision-making
Oversee the smooth functioning of team processes and workflows, tackling tasks and challenges as they arise in a fast-paced environment
Qualification
Required
2+ years of experience as an Executive Assistant, Transaction Coordinator, or in a similar role within real estate
Exceptional organizational skills, attention to detail, and ability to multitask and prioritize in a fast-paced, ever-changing environment
Excellent communication and interpersonal skills to build strong relationships, liaise with agents, clients, third parties, and stakeholders
Proactive, resourceful problem-solver with a can-do attitude and commitment to excellence
Preferred
Bachelor's degree in business, real estate, or a related field (preferred but not required)
Strong understanding of real estate contracts, disclosures, compliance requirements, and local zoning/property regulations (knowledge is a plus)
Proficiency in real estate software (e.g., CRM systems, transaction management platforms) and general productivity tools
Real estate license preferred but not mandatory
Benefits
Competitive salary and benefits package.
Opportunities for professional growth and development within the company.
Company
Own Real Estate
Own Real Estate is a real estate agency.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Wilson Leung
Founder / REALTOR®
Company data provided by crunchbase