Real Estate Brokerage Administrator

Boston, Massachusetts
Jun 21, 2024
Jul 11, 2024
Work Mode
Full Time
Employment Type
Organization Type
CHARLESGATE is seeking a highly organized and detail-oriented individual to join our team as a Real Estate Brokerage Administrator. As a pivotal member of our brokerage, you will be responsible for providing administrative support to our real estate agents and ensuring the smooth operation of day-to-day activities within the brokerage.

If you're a motivated individual with a passion for real estate and a knack for administration, we'd love to hear from you. Join our team and become an integral part of our success in providing exceptional service to our clients. Apply today!

Growth Potential
We're so much more than a brokerage. We provide our agents with extensive support and growth opportunities. In this role, you'll help not only our current agents do business more efficiently, effectively, and consistently, but you'll also help us write and implement the process playbook to grow our brokerage significantly over the next few years.

Core Accountabilities of the Role
  • Administrative Support: Manage and execute standard operating processes for the brokerage & manager such as pulling reports, fielding agent inquiries regarding processes and resources, and maintaining sales supplies such as signage,
  • Transaction Coordination: Oversee real estate transactions, ensuring that agents are following the office protocol in terms of documenting and tracking deals appropriately.
  • Database Management: Maintain accurate client databases, including contact information, property details, and transaction records using the brokerage software suite.
  • Marketing Assistance: Assist in the creation and distribution of marketing materials, including flyers, postcards, QR codes for CMA's and other templated materials.
  • Financial Management: Assist with financial tasks such as invoicing, tracking expenses, processing payments, and reconciling accounts.
  • Compliance: Ensure compliance with industry regulations and internal policies, including record-keeping and documentation requirements as set forth and approved by the Brokerage Manager.
Key Responsibilities of the Role
  • Maintain and organize real estate documents, contracts, leases, and agreements according to legal requirements for the brokerage
  • Oversee real estate transactions, ensuring that agents are following the office protocol in terms of documenting and tracking deals appropriately
  • Create and distribute marketing support materials for the agents from templated marketing assets such as postcards, flyers and Qr codes for CMA's.
  • Updating and tracking deals, certifications, and other brokerage related information from the agents on behalf of the brokerage
  • Run reports and pull scorecard metrics about brokerage and agent performance
  • Field questions from agents and direct them to the appropriate resources
  • Management of internal brokerage calendar as requested by the brokerage manager and brokerage marketing manager
  • Processing invoices and commission payments
  • Track brokerage expenses
Technical Qualifications for the Role
  • 2+ years working as a real estate brokerage office administrator or as a transaction coordinator
  • Proficiency in real estate software, including crm, electronic signature, brokerage back office software, document cloud systems, Google Workplace, and the like.
  • Familiarity and proficiency with basic marketing design tools like Canva a plus
What You Bring To The Table Personally
  • Exceptional organizational abilities with a proven track record of managing multiple tasks and deadlines efficiently.
  • Strong written and verbal communication skills, with the ability to interact professionally with clients and real estate professionals.
  • High level of attention to detail to ensure accuracy in document management and transaction coordination.
  • Familiarity with local and national real estate laws and regulations is a plus.
  • Positive and friendly customer service first attitude


"Best Places to Work" and "Inc. 5000 Fastest Growing Companies in America" award-winning firm

CHARLESGATE is an interdisciplinary real estate firm that services all aspects of residential and multifamily real estate - brokerage, investment sales, property management, construction, and new development sales & marketing. Our vision is to inspire and empower our clients, our team, and our communities through comprehensive real estate solutions. We are headquartered in Boston in the Back Bay, and we are rapidly growing, including making the Inc 5000 list of the fastest-growing private companies in America 4x.

As a Values based firm, we are founded on the Core Principles of ETHICS. RELATIONSHIPS. RESULTS. as well as our Seven Fundamental Cultural Values that we expect our team to exhibit:
  • Positive Attitude. Smile and move
  • Empathy. Seek first to understand the perspectives of others
  • Proactivity. Bias towards action using good judgment
  • Ownership. See the big picture
  • Curiosity. Think, learn and rapidly improve
  • Resourcefulness. Be effective
  • Communication. Be concise, articulate and make meaning clear
Employees First!

We are an employee first organization that believes that being committed to our employees first is the only way we can deliver the best service to our clients. Our office culture and work environment is second to none to promote harmony in all of our lives. We do everything we can to offer a comprehensive benefits package, including:
  • Competitive salary. Great growth opportunities.
  • Health Insurance - Excellent and industry-leading coverage.
  • Paid time off - Liberal and flexible. Enjoy yourself.
  • Company holidays - A lot. If it is a holiday, we take it off.
  • 401K/FSA/supplemental insurance - All available.
  • A support team like none other in the industry.
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