Real Estate Office Manager & Admin Coordinator

Private Office; New York (NY); On-site; USD 45,000 - 65,000; Part time

Job summary

Private Office is seeking a highly organized and proactive Secretary / Office Manager to support a real estate business. The role spans office operations, client and agent communications, and real estate document processing.

The ideal candidate has 2–5 years in relevant roles, strong organizational and communication skills, and proficiency with MS Office/Google Workspace, CRM, and basic bookkeeping. Employment type is Part-time with office-based work.

Qualifications

• Bachelor's degree in Business Administration, Real Estate, Office Administration, or a related field is preferred.
• 2–5 years of experience in office administration, executive/administrative assistance, property management, real estate, or a similar role.
• Previous experience in a real estate environment is an advantage.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office/Google Workspace, including Word/Docs, Excel/Sheets, and email.
• Comfortable learning and using real estate, CRM, accounting, or document-management systems.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Professional, dependable, proactive, and able to work independently.
• Good follow-up skills and ability to manage multiple priorities.

Responsibilities

• Manage daily office operations and administrative activities.
• Organize and maintain physical and digital files, records, contracts, and documents.
• Prepare letters, reports, presentations, forms, and other business documents.
• Monitor office supplies and coordinate purchasing when needed.
• Handle incoming calls, emails, inquiries, and correspondence professionally.
• Maintain calendars, appointments, meetings, and reminders.
• Coordinate meetings, property viewings, inspections, and other schedules.
• Assist with the preparation and processing of real estate documents, contracts, listings, and transaction files.
• Maintain accurate records of properties, clients, buyers, sellers, tenants, and transactions.
• Coordinate with brokers, agents, clients, property owners, contractors, and other service providers.
• Follow up on documents, signatures, payments, appointments, and transaction requirements.
• Assist in preparing property listings and marketing materials.
• Update property information, availability, pricing, and client records as needed.
• Help monitor deadlines and ensure transactions and administrative requirements are completed on time.
• Respond to client inquiries promptly and professionally.
• Welcome and assist clients and visitors.
• Coordinate communication between management, agents, clients, and external parties.
• Make follow-up calls and send emails or messages as required.
• Maintain a professional and customer-focused image for the company.
• Assist with basic bookkeeping and expense tracking.
• Prepare and organize invoices, receipts, payment records, and supporting documents.
• Monitor collections, deposits, and outstanding payments when assigned.
• Coordinate with the accountant or finance team regarding financial documentation.

Skills

Strong organizational skills

Time-management

Excellent written and verbal skills

Proficient in Microsoft Office/Google

CRM familiarity

Attention to detail

Independent work ethic

Education

Bachelor's degree in Business Administration/Real Estate/Office Administration

Tools

Microsoft Office/Google Workspace

Job description

Private Office is seeking a highly organized and proactive Secretary / Office Manager to support a real estate business. The role spans office operations, client and agent communications, and real estate document processing.

The ideal candidate has 2–5 years in relevant roles, strong organizational and communication skills, and proficiency with MS Office/Google Workspace, CRM, and basic bookkeeping. Employment type is Part-time with office-based work.