Real Estate Administrative & Operations Assistant

Overview

We are seeking a reliable and detail\-oriented assistant to support daily operations for multiple real estate properties and rehabilitation projects. This role blends administrative support, property coordination, and contractor communication. The ideal candidate is organized, proactive, and comfortable managing tasks that involve both online coordination and occasional in\-person errands.

Key Responsibilities

• Participate in daily or near\-daily calls with the business owner to review priorities, track progress, and execute task lists.
• Communicate directly with city, village, and county offices regarding property filings, permits, transfer stamps, tax deeds, full payment certificates, and related documentation.
• Call and coordinate with building departments to complete required forms, submit applications, and handle payments, including in\-person visits when necessary.
• Coordinate with contractors, service providers, and HOAs to schedule work, confirm timelines, align material deliveries, and ensure projects stay on track.
• Place, track, and follow up on material orders (e.g., Home Depot), ensuring timely delivery and coordination with contractors.
• Schedule, coordinate, and follow up on inspections (HVAC, furnace, A/C, and related systems), ensuring property access and proper documentation of results.
• Conduct property visits as needed, including placing lockboxes, verifying access, handling or duplicating keys, and documenting site conditions through photos and videos.
• Organize, prepare, and submit permits, certificates, and legal/property documents, including delivering paperwork to government offices, attorneys, or other required parties.
• Maintain and update master spreadsheets to track project costs, contractor activity, inspection results, and overall rehab progress.
• Actively monitor the status of ongoing property work, identify delays or issues early, and proactively communicate updates and solutions to the business owner.
• Communicate with real estate agents regarding property listings, showings, and sales coordination.
• Attend virtual or in\-person meetings related to property compliance, legal documentation, and project updates.

Qualifications

• Based in or near Chicago, IL.
• Valid driver’s license and access to reliable transportation.
• Laptop or desktop computer with stable internet access.
• Active phone service for business calls.
• Strong communication and organizational skills.
• Basic familiarity with real estate, property management, or construction preferred but not required.
• Proficiency with Google Sheets or Excel for project and cost tracking.
• Ability to multitask and maintain consistent communication throughout the workweek.

Ideal Candidate

You’re a dependable problem\-solver who can adapt to changing priorities and keep multiple moving parts organized. You handle communication confidently, follow through on details, and take initiative to ensure projects stay on track across multiple properties.

Job Type: Part\-time

Pay: $20\.00 \- $25\.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Chicago, IL 60624