Join our team! Now hiring: Team Administrator

Position: Team Administrator

High-performing residential real estate team based with Unlimited Sotheby’s International Realty seeks an administrative professional to coordinate transactions, help launch property listings, and provide detailed logistical support to the team.

The administrator role is critical to the team’s continuous growth and ongoing operations. You’ll keep track of the real-time activities of team members, offering support and input for efficiency––and for a delightful experience for our clients. While the work is based in our Jamaica Plain office, the team is working remotely during the pandemic.


Coordinate transactions (45%)

  • Keep the team and our attorney, lender and other partners updated with timely questions regarding contracts and deadlines
  • Keep transaction files current, from initial contract to post-closing (filing deposits and updating paperwork)
  • Assist in reviewing contracts ahead of client signatures 
  • Track and coordinate team’s activities related to transactions, from initial client consultation to post-closing, providing support and helping deploy other relevant team members where most efficient
  • Coordinate logistics with our clients (and other agents) for their contract events, e.g., collecting/delivering deposits, signing their purchase and sale agreement, and closing
  • Schedule and, where needed, cover on-site appointments (appraisals, smoke inspections, contractor visits, client walk-throughs)
  • Ensure team compliance regarding licensee disclosure, lead paint disclosure, and seller’s smoke/carbon monoxide inspection
  • Share documentation with Unlimited Sotheby’s International Realty (USIR) in a timely manner
  • Prepare commission statements and distribute, with principal’s approval

Assist in preparing property listings (30%)

  • Help gather materials for listing appointments with prospective sellers
  • With a keen focus on due dates, help prepare listings by organizing property details and other content with direction from marketing manager
  • Organize and upload content for listings, incl. property details, images, and floor plans––enlisting team to confirm accuracy, compliance and completion
  • Coordinate and order print materials such as brochures and postcards
  • Track compliance regarding listing agreement, licensee disclosure, lead paint disclosure
  • Review listings in MLS, checking for accuracy, thoroughness, and spelling and punctuation
  • Throughout the listing cycle, track and update listing content (e.g., status changes) on Good Boston Living site and other platforms
  • Order yard signs and maintain sign riders––switching as statuses change (assigning to team members where most efficient)
  • Order and send mailers

Provide overall marketing support (10%)
With direction from marketing and team manager

  • Update and maintain image libraries (e.g., Flickr and Apple Photos)
  • Help procure and prepare client gifts
  • Assist with logistics and preparation for events, e.g., broker receptions, client parties, speaking engagements
  • Assist in preparing and sending mailings
  • Handle post-closing marketing tasks, e.g., update team closings on Zillow; track and catalogue client testimonials 
  • Update and maintain team and principal “friends” on social platforms 

Provide overall business support (10%)
With direction and oversight from the principal

  • Update and maintain databases of client contact information
  • Help update and maintain business pipeline database
  • Post incoming commissions in bookkeeping software
  • Categorize business expenses in bookkeeping software, organizing receipts

Provide general administrative support (5%)

  • Update and maintain lists of preferred contractors and vendors
  • Handle timely document delivery (and hire courier service where most efficient)
  • Assist with booking contractors
  • Handle supply orders and store runs
  • Handle printing, mailing and shipping


  • Experienced in project management, operational logistics, and discreet, attentive client service
  • Able to anticipate needs, raise constructive questions, help propose solutions, and deliver on them
  • Able to thrive in a fast-paced, high-performing real estate environment where the activities of attending to clients often unfold in real time and change continually
  • Able to ensure that administrative details are available, complete, accurate and clear
  • Discerning ability to prioritize projects in close conjunction and communication with other team members
  • Contribute to the joy and well being of the team and our efforts to attract new business


  • Experience with real estate transactions preferred 
  • Experience with project management software (e.g. Asana and Wrike)
  • Expertise in Google Suite applications and Drive, including Calendar, Docs and Sheets
  • Competence in back-end website management and email marketing software such as Constant Contact and MailChimp
  • Competence managing databases for client relations management (CRM) and image libraries


  • Full-time, 40-hr schedule, including some evenings and weekends


  • $50,000–$55,000, based on experience
  • Hourly, non-exempt status
  • Bonus (amount to be determined) for any new client you personally refer who closes with us


  • Vacation: 10 days, to be approved at least two weeks in advance
  • Sick: 9 days
  • Personal: 2 days
  • Holidays: 10 days of your choosing (e.g. cultural, religious, federal, bank or school holidays), as agreed upon upfront each calendar year


  • Send a cover letter and resume as a PDF to Kelsie Evans: 
  • Include “Team administrator” in subject line
  • Deadline to apply: December 11, 2020
  • Ideal start date: mid-January 2021