Business Administration Assistant

Lim Bances Realty; Springfield (NJ); On-site; USD 55,000 - 60,000; Full time

Job summary

Lim Bances Realty in New Jersey is seeking a detail-oriented Real Estate Assistant/Transaction Coordinator to support buyers and sellers from contact through closing. You will help prepare listing materials, coordinate showings, manage filings, and maintain accurate client and transaction records.

This full-time role requires strong communication, bilingual Spanish/English is preferred, reliable vehicle, and the ability to multitask in a fast-paced team.

Qualifications

• Experience as Real Estate Assistant or Transaction Coordinator preferred.
• Bilingual Spanish/English preferred.
• Strong attention to detail and organizational skills.
• Excellent time management and ability to meet deadlines.
• Ability to multitask and work independently.

Responsibilities

• Oversee buyer and seller transactions from initial contact through closing.
• Assist agents with pre-listing materials, listing agreements, disclosures, CMAs.
• Coordinate listing activities: photos, showings, open houses, signage.
• Ensure signatures and documentation are submitted for compliance.
• Maintain and update listing and transaction data in MLS/CRM.
• Manage client information and transaction history.
• Follow up with leads via calls and emails.
• Coordinate with lenders, title companies, attorneys, inspectors, appraisers.
• Schedule inspections, appraisals, walk-throughs, closings.
• Assist with social media and digital marketing.
• Coordinate meetings, answer calls, take messages.
• Take notes during meetings and support daily admin needs.
• Coordinate company events and open houses.
• Compose emails and letters as requested.
• Run errands as needed; support CEO/management.

Skills

Bilingual Spanish/English

Detail-oriented

Time management

Independent worker

Customer communication

Tools

CRM

MLS

Email software

Office software

Job description

Responsibilities

• - Oversee buyer and seller transactions from initial contact through closing..
• - Assist real estate agents with preparing pre-listing presentations, listing agreements, seller disclosures, CMAs, and other transaction materials..
• - Coordinate listing activities, including photos, lockboxes, property access, showings, open houses, marketing, and signage..
• - Ensure all required signatures and documentation are obtained and submitted for broker and office compliance..
• - Enter, maintain, and update listing and transaction information in the MLS, GSMLS, Simplicity Forms, CRM, and other company systems..
• - Maintain and organize new, existing, and prospective client information and transaction history..
• - Manage and follow up with online, inbound, and company-generated leads, including outbound calls, emails, and cold calling as needed..
• - Maintain professional communication with clients and provide updates throughout the transaction process..
• - Coordinate with agents, lenders, title companies, attorneys, inspectors, appraisers, and other parties involved in transactions..
• - Schedule and coordinate inspections, appraisals, final walk-throughs, closings, and possession dates..
• - Maintain accurate transaction files, monitor deadlines, and ensure proper follow-through on all pending items..- Assist with social media and digital marketing efforts, including Facebook, Instagram, TikTok, Google Ads, and online lead platforms..
• - Schedule meetings, manage calendars, answer phone calls and emails, and take messages..
• - Take accurate notes during meetings and assist with daily administrative and organizational needs..
• - Coordinate company events, open houses, meetings, and speaking engagements..
• - Compose emails, letters, and other correspondence as requested..
• - Run reasonable business-related errands as requested..
• - Perform additional duties, projects, and assignments as requested by the CEO or management, including tasks that may fall outside the employee’s regular scope of responsibilities, as needed to support company operations..

Skills and Qualifications

• - Prior experience as a Real Estate Assistant, Transaction Coordinator, or similar role preferred..
• - Bilingual (Spanish/English) preferred..
• - Strong attention to detail and organizational skills..
• - Excellent time management and ability to meet deadlines..
• - Strong verbal and written communication skills..
• - Ability to multitask, problem-solve, and work independently..
• - Proactive, adaptable, and dependable..
• - Tech-savvy and comfortable using CRM, MLS, email, and office programs..
• - Must have a reliable vehicle for commuting and business-related needs..

Schedule:9:00 a.m. - 5:00 p.m., including aone-hour compensated lunch period.

Other Details

• Experience: Not required
• Languages: English - Advanced. Spanish - Advanced
• Employment: Full-time
• Schedule: Monday - Friday 9AM - 5PM
• Salary: $55,000 - $60,000 yearly
• Starting time: Immediate start!

About Lim Bances Realty:

Join a supportive, fast-paced team where you'll gain hands-on real estate experience, develop valuable skills, grow professionally, and play an important role in our company's success.