Admin Assistant

Employment Type: Full-Time
Working Hours: CST/EST Time Zone

About Pavago
Pavago is seeking a highly organized and detail-oriented Admin Assistant to join our client’s team. This role requires a proactive individual with experience in real estate and CRM systems (HubSpot) to manage daily administrative tasks, coordinate real estate transactions, and ensure timelines are met. The ideal candidate will excel in communication, be tech-savvy, and play a critical role in ensuring smooth and efficient operations across various real estate transactions.

Responsibilities:

• CRM Management: Maintain and organize records in HubSpot, ensuring all real estate transactions are accurately documented and up to date.
• Transaction Coordination: Communicate daily with title companies, agents, lenders, and property management companies to ensure all real estate transactions stay on track with timelines.
• Documentation Handling: Organize, upload, and manage closing documents in HubSpot after each transaction, ensuring accuracy and accessibility.
• Timeline Management: Work closely with the CEO and COO to track and update spreadsheets with closing timelines for 15-30 real estate deals per month.
• Inspection Scheduling: Coordinate property inspections for houses under contract, compile inspection notes, and upload finalized reports into HubSpot.
• Utility Coordination: Collaborate with property management companies to share deeds, HUDs, and other necessary documents, ensuring utilities are activated promptly.
• Process Optimization: Utilize tools such as WhatsApp, Gmail, Google Drive, Google Sheets, and Zapier to streamline communication and operations.
• Communication: Maintain consistent and professional communication with all parties involved in the transaction process through WhatsApp and other platforms.

What Makes You a Perfect Fit:

• Real Estate Experience: Proven experience in real estate transactions, ensuring you can hit the ground running.
• HubSpot Proficiency: Extensive experience using HubSpot for CRM management and document organization.
• Tech-Savvy: Familiarity with tools like Gmail, Google Drive, Google Sheets, WhatsApp, and Zapier is a plus.
• Strong Communicator: Excellent verbal and written communication skills to effectively liaise with agents, lenders, and property managers.
• Organized and Detail-Oriented: Ability to handle multiple transactions, meet deadlines, and ensure accuracy in all documentation.
• Proactive Attitude: A self-starter who takes ownership of tasks and works independently to drive results.

Required Experience & Skills:

• Non-Negotiable: Previous experience in real estate and HubSpot CRM.
• Communication Tools: Active and professional use of WhatsApp for day-to-day communication.
• Organization Skills: Proven ability to manage documents, timelines, and workflows efficiently.
• Real Estate Knowledge: Familiarity with deeds, HUDs, and transaction documentation.
• Technology Proficiency: Comfortable using Gmail, Google Drive, Google Sheets, and automation tools like Zapier.

What Does a Typical Day Look Like?
Your day will involve organizing and managing documents in HubSpot, communicating with title companies, agents, and lenders, and ensuring timelines are met for 15-30 real estate transactions per month. You’ll schedule inspections, compile reports, and work closely with property management companies to coordinate utilities and share necessary documentation. Collaboration with the CEO and COO will be key to maintaining up-to-date records and ensuring smooth operations. Your proactive approach and organizational skills will ensure every transaction runs efficiently.

Interview Process:

1. Initial Phone Call: A brief conversation to assess your experience and fit for the role.
2. Video Interview: A deeper discussion to explore your skills, real estate experience, and technical proficiency.
3. Final Interview: A comprehensive interview with the client to ensure alignment with the role’s objectives.
4. Background Check: Verification of references and professional experience.

Ready to Apply?
If you’re an experienced real estate professional with exceptional organizational skills and proficiency in HubSpot, we’d love to hear from you! Apply now to take the next step in your career as an Admin Assistant.