Real Estate Administrative & Marketing Assistant

Welcome to Keen, where art meets science. We're more than just another service provider or an outsourcing company. Keen acts as an integral extension of our clients' teams and business goals. Join our group of tastemakers specializing in digital marketing, creative, and customer experience, driving growth for our global clientele. Our vision is an ambitious one: to have best-in-class leaders and a culture of delivering excellence globally.

If you're looking to advance your career, embrace challenges, and redefine what's possible in the digital realm, you might just be the perfect fit for our dynamic team. Join us, and let's unlock the full potential of our clients' brands together.

Role Description

As a Real Estate Administrator at Keen, you will play a pivotal role in supporting our real estate operations. Your responsibilities will encompass managing property listings, coordinating showings, and assisting clients with inquiries and documentation. A keen attention to detail and a passion for the real estate sector are essential as you help streamline processes and contribute to our team's success.

Core Responsibilities:

General Admin Support:

• Work closely with Founder & Associate Broker Anthony D’Argenzio, as well as the Production, Operations, and Real Estate teams, to provide comprehensive administrative and communication support.
• Manage and prioritize email correspondence for This Old Hudson and Zio and Sons, ensuring timely and professional responses.
• Oversee and coordinate scheduling for This Old Hudson and Zio and Sons calendars.
• Maintain and update internal trackers, CRM systems, and digital records with accuracy and diligence.
• Track real estate expenses and assist in conducting an annual review of financial records.
• Ensure compliance with real estate regulations, oversee continuing education requirements and MLS memberships.
• Provide general administrative, clerical, and personal task assistance as needed.

Buyer / Transaction Support:

• Serve as a Buyer Concierge, organizing and following up on buyer leads, team referrals, and inquiries.
• Track buyer inquiries and manage the showing calendar via direct email, website, ShowingTime, and other platforms.
• Assist with launching new listings, including property research, data preparation, and MLS entry management.
• Prepare, send, and follow up on showing disclosures, buyer packets, listing agreements, offer term sheets, invoices, and all transaction-related paperwork.
• Assist in calculating commission splits and reviewing payouts to ensure accuracy.

Marketing Support:

• Assist in preparing marketing materials using Canva templates, including email newsletters, listing brochures, and other assets.
• Copy-edit real estate listings to ensure accuracy, clarity, and consistency with brand identity.
• Maintain and update the company website with current listings and content.
• Assist in developing new marketing content and printed materials to support branding and sales efforts.

Requirements

Qualifications:

• Strong communication, organization, and administrative skills.
• Proactive, solution-oriented, and able to work independently.
• Highly detail-oriented with a logical and analytical mindset.
• Proficient in spoken and written English.
• Familiar with—or able to quickly learn—Upstate New York geography and real estate markets.
• Tech-savvy, with proficiency in Google Suite, Microsoft Outlook, DigiSign, Canva, and other relevant tools.
• Comfortable communicating via text, call, and email in a professional manner.
• Able to follow and adhere to standard operating procedures.

Skills:

• Ability to work independently as well as part of a collaborative team.
• Demonstrated ability to manage confidential information with discretion.
• Familiarity with marketing strategies and online listing platforms is a plus.

This is a full-time position, working from 10 am to 7 pm EST (4 pm to 1 am SAST), assisting customers in the U.S.

The role is hybrid but primarily in-office, based at our office in Foreshore, Cape Town. The ability to commute to and from the office in Foreshore is required.

Benefits

• Transportation and Medical Aid stipend.
• Hybrid remote / in-office.
• Birthday off.
• Professional development & training opportunities.
• More being added.