Real Estate Operations Admin Specialist

Vaco; Nashville (TN); On-site; USD 38,000 - 48,000; Full time

Job summary

Vaco by Highspring seeks an administrative assistant to support daily office operations for a growing real estate services team in Nashville. This role focuses on organizing files, managing communications, and coordinating schedules to ensure seamless experiences for tenants, vendors, and internal staff.

You will handle document preparation, invoicing support, data entry, and basic project tasks while maintaining professionalism and strong customer service in a fast-paced environment.

Qualifications

• 2+ years of administrative, office support, or customer service experience.
• Experience supporting a real estate, property management, construction, or professional services environment preferred.
• Strong proficiency in Microsoft Office Suite and clear communication skills.

Responsibilities

• Provide administrative support to property management and operations teams
• Answer and direct incoming phone calls and emails professionally
• Maintain electronic and physical filing systems, ensuring documentation is accurate and organized
• Prepare correspondence, reports, notices, and other business documents
• Coordinate meetings, calendars, and scheduling for team members
• Assist with invoice processing, data entry, and record maintenance
• Support vendor and tenant communications, responding to inquiries and routing requests as needed
• Track work orders, service requests, and project updates
• Maintain office supplies and assist with overall office operations
• Scan, upload, organize, and archive important documents
• Assist with special projects and provide general administrative support as needed

Skills

Administrative support

Microsoft Office

Customer service

Communication skills

Organizational skills

Tools

Microsoft Excel

CRM systems

Property management software

Job description

Vaco by Highspring seeks an administrative assistant to support daily office operations for a growing real estate services team in Nashville. This role focuses on organizing files, managing communications, and coordinating schedules to ensure seamless experiences for tenants, vendors, and internal staff.

You will handle document preparation, invoicing support, data entry, and basic project tasks while maintaining professionalism and strong customer service in a fast-paced environment.