Administrative Assistant

Operational Assistant / Listing & Growth Coordinator

Location: Houston, TX (Hybrid)Reports To: Broker/Owner

Position Summary

We are seeking a highly organized, proactive, and tech-savvy Operational Assistant to help build one of Houston’s fastest-growing real estate companies. This role is responsible for keeping the business running smoothly while driving seller lead generation, transaction management, client experience, marketing, and AI automation.

This is not a typical administrative role. You will become the operational backbone of the brokerage and play a direct role in growing listing inventory and company revenue.

Primary Responsibilities

Operations & Administration (30%)

• Manage the broker’s calendar and daily priorities
• Maintain CRM and client database
• Organize digital files and transaction records
• Develop and improve Standard Operating Procedures (SOPs)
• Coordinate vendors, photographers, inspectors, title companies, and contractors
• Prepare listing presentations and CMA packets
• Manage office systems and administrative tasks

Transaction Coordination (20%)

• Open new listings and buyer transactions
• Ensure compliance with Texas real estate paperwork
• Coordinate deadlines from contract to closing
• Communicate with title companies, lenders, clients, and agents
• Track contingency dates
• Ensure every file is audit-ready
• Deliver a five-star client experience

Seller Lead Generation & Client Acquisition (25%)

Generate opportunities for new listings by

• Calling and following up with seller leads
• Managing CRM drip campaigns
• Contacting expired listings
• Contacting withdrawn listings
• Contacting FSBOs
• Circle prospecting neighborhoods
• Following up with open house visitors
• Requesting online reviews and referrals
• Maintaining past client follow-up campaigns
• Scheduling listing appointments for the broker

Weekly KPI

• 100+ seller conversations
• 20 listing appointments set
• 5 signed listing agreements (team goal)...