Real Estate & Mortgage Broker's Assistant

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: TYPE OF WORK

Any

: SALARY

400

: HOURS PER WEEK

20

: DATE UPDATED

Aug 14, 2026

JOB OVERVIEW

We are seeking a highly organized, proactive, and dependable **Real Estate & Mortgage Broker’s Assistant** to support the day-to-day operations of a growing U.S.-based real estate and mortgage brokerage.

This is not simply a data-entry position.

We are looking for someone who can become the Broker’s **right-hand administrative and operations assistant**, helping keep clients, transactions, leads, appointments, documents, follow-ups, and internal systems organized.

ABOUT THE ROLE
You will work directly with a Florida Real Estate & Mortgage Broker and help manage activities across both sides of the business:

**Real Estate**

* Buyers
* Sellers
* Listings
* Rentals
* Pending transactions

**Mortgage**

* New loan inquiries
* Pre-approvals
* Active loan files
* Borrower document collection
* Loan processing coordination
* Closing follow-up

KEY RESPONSIBILITIES
**CRM & Lead Management**

* Enter and update new leads
* Maintain accurate CRM records
* Assign appropriate stages, tags, tasks, and follow-up dates
* Monitor overdue follow-ups
* Keep lead pipelines clean and organized
* Identify leads requiring immediate Broker attention
* Maintain daily hot-lead and follow-up lists

**Real Estate Support**

* Assist with buyer and seller intake
* Coordinate listing paperwork
* Organize transaction documents
* Track executed contracts, inspections, appraisals, title, financing, and closing deadlines
* Update listing and transaction statuses
* Coordinate with buyers, sellers, agents, lenders, title companies, inspectors, photographers, and vendors
* Help prepare property information and listing materials

**Mortgage Support**

* Assist with borrower intake
* Send loan application and document request instructions
* Follow up for missing borrower documents
* Organize income, asset, credit, identification, and property documentation
* Maintain loan milestones
* Monitor pre-approvals and active loans
* Coordinate between borrowers, processors, lenders, title companies, insurance agents, and other parties
* Make sure files continue moving toward closing

**Broker Support**

* Maintain task lists and priorities
* Organize appointments and follow-ups
* Prepare daily pipeline summaries
* Track outstanding items
* Help make sure nothing falls through the cracks
* Create and maintain SOPs
* Assist with administrative projects
* Follow up with team members regarding incomplete assignments

SYSTEMS YOU MAY WORK WITH
Experience with any of the following is helpful:

* Follow Up Boss
* ARIVE
* Nekst
* Google Workspace
* Gmail
* Google Drive
* Google Sheets
* MLS systems
* DocuSign / electronic signature platforms

You do not need experience with every platform, but you must be comfortable learning software quickly.

IDEAL CANDIDATE
You are:

* Extremely organized
* Detail-oriented
* Reliable
* Proactive
* Tech-savvy
* Comfortable working independently
* Good at following SOPs
* Comfortable asking questions when necessary
* Able to prioritize urgent tasks
* Strong with written English
* Professional with clients
* Comfortable making follow-up calls
* Able to manage multiple files simultaneously

EXPERIENCE PREFERRED
Experience in one or more of the following is strongly preferred:

* U.S. Real Estate
* Mortgage Lending
* Transaction Coordination
* Loan Processing
* Loan Officer Assistant work
* Real Estate Virtual Assistance
* CRM Management

Candidates with experience supporting a **Real Estate Broker, Mortgage Broker, Loan Officer, Realtor, or Transaction Coordinator** will receive preference.

PERFORMANCE EXPECTATIONS
Success will be measured by:

* Follow-ups completed on time
* Accurate CRM records
* Fast response to new leads
* Complete client files
* Missing documents identified quickly
* Transaction deadlines tracked correctly
* Mortgage milestones monitored
* Daily priorities completed
* Minimal tasks falling through the cracks

WORKING STYLE
We value team members who:

**See a problem ? investigate it ? propose a solution ? take action.**

We do not want someone who waits for instructions for every small task.

As you learn the business, you should become increasingly capable of managing recurring responsibilities independently.

LONG-TERM OPPORTUNITY
We are building a growing real estate, mortgage, marketing, and operations organization.

A strong performer will have opportunities to take on additional responsibilities and grow into positions such as:

* Senior Executive Assistant
* Operations Coordinator
* Real Estate Operations Manager
* Mortgage Operations Manager
* Transaction Manager

HOW TO APPLY
Please send:
1. A short introduction about yourself.
2. Your experience with U.S. real estate and/or mortgages.
3. The CRMs and software platforms you have used.
4. Your experience handling clients, leads, transactions, or loan files.
5. Your current availability.
6. Your desired hourly rate.
7. Your internet speed and computer specifications.
8. A link to your resume/CV.

**IMPORTANT:** Start your application with the words:

**“BROKER ASSISTANT”**

Applications that do not follow this instruction may not be reviewed.

We are looking for someone interested in becoming a **long-term member of our team**, not someone looking for a temporary project.

SKILL REQUIREMENT

Real Estate Transaction Coordinating Executive Assistance

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Real Estate & Mortgage Broker's Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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