Administrative Assistant

National Parks Realty Forbes Global Properties; Whitefish (MT); On-site; USD 38,000 - 48,000; Full time

Job summary

National Parks Realty in Whitefish, MT is seeking an Administrative Assistant to support our brokerage of 60+ agents across Whitefish, Bigfork and Eureka. You’ll work with the Administrative Manager, Managing Broker and marketing team to ensure compliance, coordination and top-tier service through every stage of the real estate process.

Ideal candidates are detail oriented, personable and proactive. Real estate experience is a plus but not required; proficiency with MLS, CRM platforms, Google

Qualifications

• Detail-oriented and organized with strong communication skills.
• Customer-facing experience is a plus.
• Ability to work effectively with agents, brokers, and staff.

Responsibilities

• Support listings and transactions in MLS and related platforms.
• Maintain documents for listings, pending sales, and closed transactions.
• Coordinate property showings.
• Serve as a welcoming front desk presence for clients and visitors.
• Assist marketing with property materials and campaigns.
• Provide general administrative support to the Managing Broker, agents, and staff.

Skills

Attention to detail

Communication

Organizational skills

Customer service

Proactive learner

Team player

Tools

MLS

CRM

Google Workspace

Paperless Pipeline

Canva

Job description

At National Parks Realty, our community minded agents are leaders in the industry, and our admin team is the foundation of their success. We’re looking for an Administrative Assistant who thrives in a dynamic environment and is ready to contribute at a high level. We’re searching for someone who values precision, takes initiative, and elevates every interaction. Real estate experience is preferred, but not required for the right candidate.

National Parks Realty is the only Montana member of Forbes Global Properties, an elite institution of estate professionals from around the world. The opportunity to grow with the best in class, backed by a globally recognized brand is here.

If you’re motivated by excellence, energized by working alongside ambitious professionals, and have the organizational savvy to keep things running smoothly, we want to hear from you.

Be Part of a Team That Wins

Position Overview

This role is a critical part of our in office operations and supports the entire brokerage of 60 + agents with offices in Whitefish, Bigfork, and Eureka. You’ll work closely with our Administrative Manager, Managing Broker and marketing team to ensure compliance, coordination, and top tier service across all stages of the real estate process. You’ll be agent and client facing, solution oriented, and fully embedded in the day to day workings of the most successful independent brokerage in our Northwest Montana market.

Key Responsibilities

• Transaction & Listing Support
• Accurately enter and maintain listings in the MLS and related platforms (Google Drive, Paperless Pipeline, ShowingTime).
• Track and organize documents for listings, pending sales, and closed transactions.
• Research and obtain property information and documentation.
• Coordinate property showings.

• Front Office Leadership
• Serve as a welcoming first point of contact for clients, visitors, and partners.
• Manage incoming calls and office inquiries with professionalism and warmth.
• Keep our front desk and common areas tidy and guest ready.

• Marketing Assistance
• Work with the marketing team to support property marketing efforts including signage requests, brochure prep, etc.
• Assist with photo uploads, home features input, and internal promotion processes.

• Operational Support
• Assist with troubleshooting for printers, phones, and internet systems as needed.
• Provide general administrative support to the Managing Broker, agents, and staff.
• Contribute to special projects such as data entry, research, and internal audits.

• Office Upkeep & Culture
• Take pride in the appearance and energy of the office including but not limited to light cleaning, organizing supplies, and helping maintain curb appeal when necessary (snow shoveling/sweeping when applicable).
• Promote a positive, team first atmosphere across all interactions.

What We’re Looking For

• High attention to detail, integrity, and strong organizational instincts.
• Warm, clear, and professional communication whether in person, over the phone, or in writing.
• A self starter with leadership potential who can prioritize effectively, learn independently, and take pride in showing their best work.
• A proactive, strategic thinker who anticipates needs, acts with initiative, and looks beyond the task to support the team’s long term success.
• A collaborative spirit who enjoys helping others succeed.
• Quick learner with confidence in using (or learning) digital systems like MLS, CRM platforms, Google Workspace, Paperless Pipeline, Canva, and more.
• Comfortable working in a fast paced environment where no two days are the same, challenge is met with perseverance, and wins are celebrated.

Minimum Requirements

• Proficiency with internet browsers, spreadsheets, word processing tools, cloud-based communication and social media platforms.
• Aptitude and enthusiasm for learning new systems and software.
• Previous experience in an administrative or customer facing role.
• Reliable, punctual, and accountable; others can count on you.
• Professional appearance and demeanor.
• Ability to maintain confidentiality and act with discretion

Why National Parks Realty Is Home To Your New Career

National Parks Realty is known for its trusted reputation, strong culture, and unmatched regional expertise. As part of our administrative team, you'll work alongside high performing agents and seasoned professionals who are connected to this community. If you’re driven, detail minded, and ready to be part of something meaningful, you’ll thrive here.

Learn more about us:

NationalParksRealty.com