Administrative Assistant

Black Label Commercial Group LLC; Houston (TX); On-site; USD 40,000 - 56,000; Full time

Job summary

Black Label Commercial Group LLC in Houston, TX is seeking an Administrative Assistant to support daily operations in a dynamic commercial real estate brokerage. The role focuses on assisting the Broker and management team, coordinating active projects, and delivering excellent client service.

The ideal candidate is proactive, detail-oriented, and capable of handling multiple priorities in a fast-paced environment.

Qualifications

• Minimum of 2 years of experience in an Administrative Assistant, Executive Assistant, Office Coordinator, or similar support role.
• Commercial real estate, brokerage, construction, development, or transaction coordination experience is a plus.
• Proficiency in Microsoft Outlook, Word, Excel, and Adobe Acrobat, with strong general computer and internet skills.
• Ability to type a minimum of 60 words per minute.
• Reliable transportation and the ability to travel locally during business hours when necessary.

Responsibilities

• Provide administrative support to the CEO, Real Estate Broker, Office Manager, and their respective teams.
• Manage multiple projects and assignments from office management while ensuring deadlines and priorities are tracked.
• Keep the Broker, management team, and office staff informed of the status of ongoing and completed tasks.
• Prepare meeting materials and meet with the principal weekly to review project activity, outstanding items, and priorities.
• Conduct research as assigned and provide timely updates to appropriate team members.
• Coordinate with the team on build-to-suit projects, including gathering client and project information and ensuring all required documentation is properly organized and uploaded to Dropbox.
• Coordinate with surveyors and plating professionals to ensure project requirements, deadlines, and deliverables are properly tracked.
• Assist with obtaining client approvals for change orders and maintain supporting documentation in Dropbox.
• Track incoming project quotes and invoices and provide the Broker with weekly updates.
• Maintain organized and accurate electronic project files.
• Create professional property marketing materials for commercial real estate listings.
• Obtain and organize all required documentation for closing and commission packages before submitting documents to the Broker for review and signature.
• Maintain the Broker’s commission tracking spreadsheet.
• Prepare invoices, maintain accurate invoice records, and review outstanding and completed items with the Broker weekly.
• Maintain accurate and organized transactions and commission documentation.
• Create, update, and distribute property flyers and other marketing materials.
• Manage commercial property marketing through platforms such as LoopNet, CommGate, Constant Contact, Property Blast, Big Boy Blast, and other marketing channels designated by the Broker.
• Ensure listing information and marketing materials are accurate, professional, and current.
• Answer and direct incoming calls promptly and professionally using a multi-line phone system.
• Respond to email, telephone, and in-person inquiries in a timely and professional manner.
• Take accurate telephone messages and promptly deliver them to the appropriate recipient.
• Receive, sort, and distribute incoming mail.
• Prepare and distribute correspondence, memorandums, letters, forms, and other business documents.
• Perform general administrative duties, including filing, typing, copying, scanning, binding, and document organization.
• Order business cards, real estate signs, office supplies, and other materials as needed.
• Assist with setting up email accounts and administrative onboarding for new hires.
• Maintain the professional appearance and organization of the office, conference room, and design center.

Skills

Communication skills

Typing 60 wpm

Multitasking

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

Excel

Adobe Acrobat

Dropbox

Job description

We are seeking a dynamic, highly organized, and detail-oriented Administrative Assistant to join our Commercial Real Estate Brokerage. This position plays an important role in supporting daily operations, coordinating active real estate and development projects, assisting the Broker and management team, and providing excellent service to our clients.

The ideal candidate is proactive, dependable, professional, and comfortable managing multiple priorities in a fast-paced environment. Strong communication skills, attention to detail, and the ability to follow projects through to completion are essential.

This is a paid position offering an excellent opportunity to expand your administrative and commercial real estate experience while becoming an integral part of our team.

Key Responsibilities

Executive & Team Support

• Provide administrative support to the CEO, Real Estate Broker, Office Manager, and their respective teams.
• Manage multiple projects and assignments from office management while ensuring deadlines and priorities are tracked.
• Keep the Broker, management team, and office staff informed of the status of ongoing and completed tasks.
• Prepare meeting materials and meet with the principal weekly to review project activity, outstanding items, and priorities.
• Conduct research as assigned and provide timely updates to appropriate team members.

Project & Development Coordination

• Coordinate with the team on build-to-suit projects, including gathering client and project information and ensuring all required documentation is properly organized and uploaded to Dropbox.
• Coordinate with surveyors and plating professionals to ensure project requirements, deadlines, and deliverables are properly tracked.
• Assist with obtaining client approvals for change orders and maintain supporting documentation in Dropbox.
• Track incoming project quotes and invoices and provide the Broker with weekly updates.
• Maintain organized and accurate electronic project files.
• Create professional property marketing materials for commercial real estate listings.
• Obtain and organize all required documentation for closing and commission packages before submitting documents to the Broker for review and signature.
• Maintain the Broker’s commission tracking spreadsheet.
• Prepare invoices, maintain accurate invoice records, and review outstanding and completed items with the Broker weekly.
• Maintain accurate and organized transactions and commission documentation.

Marketing & Listings

• Create, update, and distribute property flyers and other marketing materials.
• Manage commercial property marketing through platforms such as LoopNet, CommGate, Constant Contact, Property Blast, Big Boy Blast, and other marketing channels designated by the Broker.
• Ensure listing information and marketing materials are accurate, professional, and current.

Office Administration

• Answer and direct incoming calls promptly and professionally using a multi-line phone system.
• Respond to email, telephone, and in-person inquiries in a timely and professional manner.
• Take accurate telephone messages and promptly deliver them to the appropriate recipient.
• Receive, sort, and distribute incoming mail.
• Prepare and distribute correspondence, memorandums, letters, forms, and other business documents.
• Perform general administrative duties, including filing, typing, copying, scanning, binding, and document organization.
• Order business cards, real estate signs, office supplies, and other materials as needed.
• Assist with setting up email accounts and administrative onboarding for new hires.
• Maintain the professional appearance and organization of the office, conference room, and design center.

Qualifications & Skills

• High school diploma or equivalent required; Bachelor’s degree preferred.
• Minimum of 2 years of experience in an Administrative Assistant, Executive Assistant, Office Coordinator, or similar support role.
• Commercial real estate, brokerage, construction, development, or transaction coordination experience is a plus.
• Proficiency in Microsoft Outlook, Word, Excel, and Adobe Acrobat, with strong general computer and internet skills.
• Ability to type a minimum of 60 words per minute.
• Reliable transportation and the ability to travel locally during business hours when necessary.