Administrative Assistant

Holtorf Homes, a dedicated and client-focused real estate team serving the Phoenix metropolitan area, is seeking a detail-oriented and proactive Administrative Assistant to join our dynamic team. At Holtorf Homes, we specialize in residential home buying and selling, delivering personalized service through every stage of the real estate process. Our team-based structure combines experienced agents, streamlined systems, and modern technology to ensure efficient transactions and outstanding client outcomes. We utilize advanced tools such as customer relationship management systems, digital marketing platforms, and transaction management software to support both agents and clients from initial inquiry through closing. As an Administrative Assistant, you will play a vital role in maintaining smooth daily operations, supporting agents, and enhancing client experiences. The ideal candidate is organized, communicative, and eager to contribute to a collaborative environment that values professional integrity, attention to detail, and long-term relationships. Holtorf Homes fosters a supportive work setting with training, structured processes, and operational resources to empower our staff to succeed while upholding consistent and exemplary service standards across all client interactions. Join us to be a key contributor in a thriving real estate team committed to excellence and client satisfaction.

Responsibilities

• Provide comprehensive administrative support to real estate agents and the management team to ensure efficient daily operations.
• Manage scheduling of appointments, meetings, and property showings with attention to detail and effective time management.
• Maintain and update client databases using CRM systems to facilitate accurate and timely communication.
• Assist in preparing, proofreading, and distributing real estate documents, contracts, and marketing materials.
• Coordinate transaction management processes, ensuring compliance with company standards and regulatory requirements.
• Support digital marketing efforts by updating online listings, managing social media accounts, and assisting with campaign logistics.
• Serve as a reliable point of contact for clients, vendors, and team members by handling inquiries professionally and promptly.
• Organize and maintain physical and electronic filing systems to guarantee easy retrieval of information.

Requirements

• Proven experience as an administrative assistant or in a similar role, preferably within the real estate industry.
• Strong proficiency with customer relationship management (CRM) software and transaction management tools.
• Excellent organizational skills with the ability to manage multiple tasks effectively under tight deadlines.
• Exceptional verbal and written communication skills to interact professionally with clients and team members.
• Detail-oriented mindset with a commitment to accuracy in document preparation and data entry.
• Proficient in Microsoft Office Suite and familiarity with digital marketing platforms and social media management.
• Ability to work collaboratively within a team environment and adapt to evolving operational processes.
• High level of discretion and professionalism when handling confidential information and client data.