Real Estate Administrative Assistant

Job Title: Real Estate Administrative Assistant

Location: 2651 E 21st St Suite 100 Tulsa, OK 74114

Company: Pellinore Inc (Kara Folkins Real Estate)

Employment Type: Full\-Time

Position Overview

We are seeking a highly organized and detail\-oriented Administrative Assistant to support the daily operations of a fast\-paced real estate office. This role is essential in ensuring smooth transactions, maintaining systems, and providing excellent support to our agents and clientele. The ideal candidate thrives in a dynamic environment, can manage multiple priorities, and has strong communication and organizational skills.

Key ResponsibilitiesAdministrative \& Office Support

• Answer and manage incoming phone calls, emails, and client inquiries
• Maintain a clean, organized, and professional office environment
• Schedule meetings, appointments, and team calendars
• Assist with general office tasks and day\-to\-day operations

Transaction \& Compliance Management

• Track and manage deadlines, including contractual timelines
• Coordinate with agents, clients, lenders, title companies, and inspectors
• Review documents for accuracy and completeness

Scheduling \& Coordination

• Schedule inspections, appraisals, showings, listing appointments and buyer consultations
• Coordinate appointments between clients, agents, and vendors
• Maintain and update team calendars and timelines

Database \& MLS Management

• Input and maintain accurate listings in MLS
• Manage and update internal CRM/database systems
• Track client interactions, leads, and transaction progress
• Ensure all listing data is accurate and up to date

Marketing \& Listing Support

• Assist in creating listing presentations and marketing materials
• Prepare property listings, flyers, and online content
• Coordinate photography, staging, and marketing timelines

Data Entry \& Reporting

• Perform accurate and timely data entry
• Maintain records, files, and digital documentation throughout a transaction
• Generate basic reports as needed for leadership

Qualifications

• 1–3 years of experience as an administrative assistant required (real estate experience preferred)
• Familiarity with MLS systems and real estate transactions is a strong plus
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and meet deadlines while maintaining accuracy
• Excellent written and verbal communication skills
• Proficiency with Mac Systems, including Google Workspace
• Experience with CRM systems (e.g., Command, Top Producer) preferred
• Self\-motivated, reliable, and proactive
• This is an in\-office position and requires the candidate to be physically present at our office during scheduled working hours.
• Occasional weekend availability will be required based on business needs; weekend tasks can be performed remotely.

Key Competencies

• Time management and prioritization
• Problem\-solving and adaptability
• Professionalism and confidentiality
• Customer service mindset
• Team collaboration

Compensation \& Benefits (after 90 day probationary period)

• Competitive hourly pay or salary (based on experience)
• Health insurance
• 401(k) with company match
• Opportunity for growth within the organization
• Paid Time Off (PTO) \- 40 Hours

Why Join Us?

At Pellinore Inc, we value growth, teamwork, and excellence. This role offers an opportunity to be a key part of a high\-performing real estate team and gain hands\-on experience in the real estate industry.

How to Apply

Please submit your resume and a brief cover letter outlining your experience and interest in the role.

Pay: $40,000\.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person