Admin Assistant (Real Estate)

at  Pavago

ABOUT PAVAGO

Pavago is seeking a highly organized and detail-oriented Admin Assistant to join our client’s team. This role requires a proactive individual with experience in real estate and CRM systems (HubSpot) to manage daily administrative tasks, coordinate real estate transactions, and ensure timelines are met. The ideal candidate will excel in communication, be tech-savvy, and play a critical role in ensuring smooth and efficient operations across various real estate transactions.

REQUIRED EXPERIENCE & SKILLS:

• Non-Negotiable: Previous experience in real estate and HubSpot CRM.
• Communication Tools: Active and professional use of WhatsApp for day-to-day communication.
• Organization Skills: Proven ability to manage documents, timelines, and workflows efficiently.
• Real Estate Knowledge: Familiarity with deeds, HUDs, and transaction documentation.
• Technology Proficiency: Comfortable using Gmail, Google Drive, Google Sheets, and automation tools like Zapier.

• CRM Management: Maintain and organize records in HubSpot, ensuring all real estate transactions are accurately documented and up to date.
• Transaction Coordination: Communicate daily with title companies, agents, lenders, and property management companies to ensure all real estate transactions stay on track with timelines.
• Documentation Handling: Organize, upload, and manage closing documents in HubSpot after each transaction, ensuring accuracy and accessibility.
• Timeline Management: Work closely with the CEO and COO to track and update spreadsheets with closing timelines for 15-30 real estate deals per month.
• Inspection Scheduling: Coordinate property inspections for houses under contract, compile inspection notes, and upload finalized reports into HubSpot.
• Utility Coordination: Collaborate with property management companies to share deeds, HUDs, and other necessary documents, ensuring utilities are activated promptly.
• Process Optimization: Utilize tools such as WhatsApp, Gmail, Google Drive, Google Sheets, and Zapier to streamline communication and operations.
• Communication: Maintain consistent and professional communication with all parties involved in the transaction process through WhatsApp and other platforms.