Real Estate Executive Assistant - Listing Concierge

Own Real Estate; Millbrae (CA); Hybrid; USD 70,000 - 85,000; Full time

Benefits offered by this job

Hybrid schedule

Performance bonus structure

Job summary

OWN Real Estate is hiring a Real Estate Executive Assistant (Listing Concierge) to manage client communication for a top-producing San Mateo County team. This role focuses on relationships—from initial consultations through listing day—working closely with the Lead Listing Agent and Listing Coordinator.

You will shadow consultations, own follow-up, and build systems to keep sellers and prospects informed, ensuring a seamless client experience and timely responses.

Qualifications

• Excellent verbal and written communication
• Strong follow-up discipline and reliability
• Ability to design repeatable client follow-up processes
• Comfort representing leadership voice in client conversations

Responsibilities

• Shadow listing consultations to learn what’s discussed and promised
• Manage and track follow-ups after consultations
• Call, text, and email clients on behalf of the Lead Listing Agent
• Keep client communications organized and current
• Collaborate with Listing Coordinator to keep vendor visits and disclosures in sync
• Build and optimize ongoing follow-up campaigns for past clients and referrals

Skills

Communication skills

Attention to detail

Client relationship building

Process mindset

Job description

OWN Real Estate is hiring a Real Estate Executive Assistant, internally known as our Listing Concierge, to manage client communication and follow-up for one of the top-producing real estate teams in San Mateo County. This isn’t a calendar-and-inbox EA role. It’s a relationship role, built for someone who can make every client feel personally cared for, from the first consultation through the day their home goes live.

You will work directly alongside our Lead Listing Agent and our Listing Coordinator, sitting at the center of client communication for our seller pipeline.

ABOUT THE ROLE

You’ll start by shadowing the Lead Listing Agent’s listing consultations, so you know firsthand exactly what’s discussed, recommended, and promised to every seller before any coordination work begins. From there, you become the voice of follow-up: checking in on prospective and active clients, answering questions, and making sure no one ever wonders where things stand.

This role reports to To be determined and works in close coordination with our Listing Coordinator, who leads vendor management, showings, and disclosures.

WHAT YOU'LL DO

• Shadow listing consultations to fully understand what’s been discussed, recommended, and committed to for each seller
• Track every consultation booked and held, and own the follow-up that comes after
• Call, text, and email clients and prospects on the Lead Listing Agent’s behalf, acting as an extension of their voice, using their Apple ID for messages
• Check in proactively with sellers and prospects, answering questions and surfacing anything that needs the Lead Listing Agent’s attention
• Keep client communication organized and current so nothing slips between consultation and listing
• Partner closely with the Listing Coordinator as she manages vendor visits, showings, and disclosures, so both sides of the client experience stay in sync

SYSTEMS & CONTINUOUS IMPROVEMENT

This role isn’t just about keeping up with follow-up, it’s about building the systems that make follow-up run itself.

• Build and run ongoing follow-up campaigns for past clients and referral sources, keeping OWN top of mind long after closing
• Design repeatable cadences and touchpoints, calls, texts, emails, so no past client or referral relationship goes quiet
• Continually refine how we track and manage follow-up, flagging what isn’t working and proposing better systems
• Bring a mindset of ongoing improvement, always looking for ways to make client communication more consistent and more personal

WHAT WE'RE LOOKING FOR

• A warm, natural communicator who makes people feel heard on the phone and in writing
• Detail-oriented and reliable, someone who tracks every follow-up without letting things fall through the cracks
• Comfortable representing the Lead Listing Agent’s voice and judgment in client conversations
• Enjoys building systems and processes, not just following them, and is always looking for a better way to stay in touch
• No specific license, CRM, or industry background required, relevant experience is a plus and welcome in your resume or cover letter

SCHEDULE

Hybrid. In-office in Millbrae on Mondays for our weekly sales team meeting. Remaining days are flexible around consultations and client follow-up.

COMPENSATION

• Base salary: $70,000 – $85,000, depending on experience
• Performance bonus structure: to be finalized

ABOUT OWN REAL ESTATE

OWN Real Estate (The OWN Team) has served 1,500+ families and closed over $1.7B in lifetime sales, ranking #1 in San Mateo County North. We build wealth for our clients and our team, sell for more, net more.