Real Estate Administrative Assistant

Description

The Administrative Assistant at Arrive Realty serves as the backbone of our day-to-day business operations. In this role, you'll take ownership of critical workflows, data integrity, and performance tracking systems that empower our leaders to act decisively and keep every lead and opportunity moving forward.

Your primary workspace will be Follow Up Boss (our CRM), where you'll ensure records are accurate, organized, and actionable. You'll also maintain SISU to track and report on key performance indicators, partnering closely with the Director of Operations to uphold a high-performing, results-driven lead management process. This position reports directly to the Director of Operations and collaborates across all levels of our leadership team.

Who You Are

• You have a natural eye for detail and take ownership of keeping processes tight and teams on track
• You catch what others overlook - a contact that's gone cold, a metric that seems off, a step that fell through the cracks
• Navigating CRMs, spreadsheets, and performance dashboards is second nature to you
• You pick up new platforms with ease and embrace technology - including AI and automation tools - as assets, not obstacles
• You're a clear, proactive communicator who speaks up early when something needs attention
• You're self-directed and focused when working independently, and equally energized when contributing to a team with a shared mission
• A background in real estate or mortgage is a bonus, but not a dealbreaker - we're invested in developing the right candidate

Tools You'll Use

• Follow Up Boss (CRM - primary tool)
• SISU (production and KPI tracking)
• Google Sheets / Google Workspace
• AI tools (Claude, ChatGPT, or similar - we actively use and encourage AI in everything we do)
• Slack and standard communication tools

Compensation & Schedule

• Starting pay: $22-$25 per hour (based on experience), W2 employment
• Performance bonus tied to lead conversion metrics
• Hours: 40 hours/week (ramp period of 25 hrs/week for first 4-6 weeks)
• Location: In-office, Chula Vista, CA
• Room to grow - as Arrive Realty scales, so does this role

Responsibilities

What You'll Own

Lead & Pipeline Management
• Conduct daily reviews of all leads in Follow Up Boss - confirming proper assignment, accurate stage placement, and active agent engagement
• Track agent outreach activity to ensure required contact attempts are being made, and surface any compliance gaps to the leadership team
• Gather and organize pipeline data to produce weekly reports that support Agent coaching and performance conversations
• Manage all ancillary referrals end-to-end - recording incoming referrals, monitoring progress, and delivering status updates to leadership
• Proactively identify stale leads, overlooked opportunities, and pipeline inconsistencies before they escalate

Data, Reporting & Systems
• Take full responsibility for SISU data accuracy - keeping agent production figures, lead source tracking, and performance metrics current and reliable
• Build and deliver weekly and monthly KPI summaries that give leadership the visibility needed for strategic planning and goal tracking
• Oversee lead source reporting across all company platforms
• Keep the Follow Up Boss database clean and well-organized - managing tags, contact segmentation, pipeline stages, and record accuracy
• Update and maintain leadership-facing dashboards and Google Sheets on an ongoing basis

Agent Onboarding & Support
• Lead the onboarding experience for incoming agents - handling system setup across Follow Up Boss, Shilo, SISU, and all other team platforms
• Keep onboarding documentation and standard operating procedures up to date as tools, workflows, and processes change over time
• Work in close coordination with the Director of Operations to ensure every new team member is fully equipped and supported from their first day

Operational Coordination
• Assist the Director of Operations with preparing materials for L10 and leadership meetings - including agendas, notes, and action item tracking
• Capture and maintain process documentation as the team evolves, ensuring SOPs reflect current tools and workflows
• Play an active role in AI and automation efforts - spotting opportunities to eliminate repetitive tasks, piloting new solutions, and helping roll out time-saving workflows across the team

Marketing Support
• Design, schedule, and publish engaging Instagram posts aligned with brand voice and campaign goals
• Proofread open house marketing materials for accuracy, including property details, dates, and contact information
• Ensure brand consistency across all flyers, social posts, and promotional materials
• Design polished, on-brand event flyers using Canva for promotions, open houses, and community events
• Maintain a library of branded templates for efficient, consistent content creation
• Adapt designs across multiple formats (print, digital, social media) as needed
• Maintain organized marketing assets, including photos, logos, and promotional materials
• Support the leadership team with ad-hoc design and content requests to meet deadlines

Qualifications

• Exceptional attention to detail and the organizational discipline to manage complex onboarding workflows and keep process documentation current
• Hands-on experience with Canva, including a track record of producing polished marketing assets such as social media graphics, event flyers, and promotional materials
• Solid command of Google Sheets and the broader Google Workspace suite for data organization, reporting, and day-to-day collaboration
• A sharp eye for inconsistencies in pipeline data, with the initiative to investigate and resolve issues before opportunities slip through
• Familiarity with AI and automation tools, paired with a genuine eagerness to adopt and implement new technology as the team's needs evolve