How to hire a real estate administrative assistant

How to hire a real estate administrative assistant, step by step

Here's a step-by-step real estate administrative assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a real estate administrative assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new real estate administrative assistant
• Step 8: Go through the hiring process checklist

What does a real estate administrative assistant do?

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1. Identify your hiring needs

   The real estate administrative assistant hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a real estate administrative assistant to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a real estate administrative assistant that fits the bill.

   This list shows salaries for various types of real estate administrative assistants.

   Type of Real Estate Administrative Assistant	Description	Hourly rate
   Real Estate Administrative Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-25
   Administrative Support	Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries... Show more	$12-25
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48

2. Create an ideal candidate profile

   Common skills:

   • PowerPoint
   • Data Entry
   • Travel Arrangements
   • MLS
   • Phone Calls
   • Scheduling Appointments
   • Expense Reports
   • Administrative Tasks
   • Property Management
   • Front Desk
   • Flyers
   • Client Database
   • Purchase Agreements
   • Word Processing

   Check all skills

   Responsibilities:

   • Support medical doctors, manage sensitive and confidential records pertaining to high risk patients with emphasis on accuracy.
   • Input his listings, update his website, run the office and take care of the clients.
   • General office administration, MLS maintenance and closing support for all parties associate with the real estate transaction.
   • Answer phones, monitor and update web pages, run errands and assist in walk thru procedures for new homes list.
   • Complete college introductory escrow courses.
   • Maintain accurate databases and escrow accounts.

   More real estate administrative assistant duties

3. Make a budget

   Including a salary range in the real estate administrative assistant job description is a good way to get more applicants. A real estate administrative assistant salary can be affected by several factors, such as the location of the job, the level of experience, education, certifications, and the employer's prestige.

   For example, the average salary for a real estate administrative assistant in Louisiana may be lower than in Massachusetts, and an entry-level engineer typically earns less than a senior-level real estate administrative assistant. Additionally, a real estate administrative assistant with lots of experience in the field may command a higher salary as a result.

   Average real estate administrative assistant salary

   $39,868yearly

   $19.17 hourly rate

   ---

   Entry-level real estate administrative assistant salary

   $29,000 yearly salary

   Updated December 14, 2025

   Average real estate administrative assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Minnesota	$47,420	$23
   2	Colorado	$46,272	$22
   3	California	$46,190	$22
   4	New York	$46,162	$22
   5	Washington	$45,396	$22
   6	Illinois	$44,817	$22
   7	Oregon	$42,735	$21
   8	Wisconsin	$39,227	$19
   9	New Hampshire	$38,220	$18
   10	Arizona	$38,035	$18
   11	Texas	$37,556	$18
   12	Michigan	$37,214	$18
   13	Missouri	$37,085	$18
   14	Tennessee	$35,023	$17
   15	Virginia	$34,948	$17
   16	Florida	$34,121	$16
   17	South Carolina	$33,990	$16
   18	Georgia	$32,700	$16

   Average real estate administrative assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Re/max Results	$68,326	$32.85	11
   2	Keller Williams Integrity First Realty	$55,354	$26.61
   3	The Producers Group	$49,338	$23.72
   4	Beacon Hill Staffing Group	$47,844	$23.00
   5	Exit Right Realty	$47,492	$22.83
   6	Griffin	$46,644	$22.43	1
   7	Tru Realty	$45,493	$21.87
   8	EXIT Realty Premier	$44,726	$21.50
   9	Brown Harris Stevens , Zilbert	$44,651	$21.47	1
   10	CB Richard Ellis Memphis LLC	$44,614	$21.45
   11	CircleCI	$44,614	$21.45	17
   12	Homes for Heroes	$44,587	$21.44
   13	Convene	$44,265	$21.28
   14	RE/MAX Action	$44,163	$21.23
   15	Summit Sotheby's International Realty	$43,661	$20.99	3
   16	Cottonwood Financial	$43,326	$20.83
   17	CBRE Group	$43,209	$20.77	8
   18	Snyder	$42,195	$20.29
   19	Cash Store Financial	$42,086	$20.23
   20	Hired	$41,926	$20.16

4. Writing a real estate administrative assistant job description

   A job description for a real estate administrative assistant role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a real estate administrative assistant job description:

   Real estate administrative assistant job description example

   Are you driven, organized and enjoy helping people achieve fantastic results? Then we must speak with you today! This individual will experience growth, leadership opportunities and will always be valued!
   
   We are one of the top Real Estate companies located in Cranford, NJ and we are looking for an ambitious Administrative Assistant to join our team. The ideal candidate must have meticulous attention to detail, the ability to multi task, perform under pressure and possess the skills to build and maintain relationships that will last a lifetime.
   
   We are searching for an exceptionally talented Administrative Assistant to assist our valued home buyers, sellers, landlords, tenants, real estate team and investment company. You’ll learn and manage all administrative aspects of the transaction from contract to close, support all our departments and provide exceptional customer support services.
   
   Your job will be to complete and file the appropriate paperwork for transactions, oversee important deadlines and notify clients when necessary, adhere to legal compliance requirements, and coordinate access to properties and schedules for final walkthroughs and other appointments. You’ll also work with the team to manage the production of all marketing materials and facilitate local events to foster connections with people in the community. Our ideal candidate has superb organizational skills, a knack for customer service, and a strong understanding of the real estate transaction process.
   
   The ideal candidate will have excellent communication skills and love working with people. If you’re looking for a place to advance your real estate career. Sound like something you’d love? Apply now!
   Compensation: $40,000 - $55,000 base salary plus bonus Responsibilities: Keep track of all transaction documents in the client database and complete the necessary paperwork Participate in training sessions to improve skills with administrative tasks in the real estate industry Fulfill client requests for information or other relevant transaction services in a quick and friendly manner Monitor deadlines and provide notices to appropriate parties when necessary Coordinate schedules to ensure optimal open houses and final walkthroughs, travel arrangements, and general appointments Generate status reports for the team on a regular basis to make sure company targets are being properly prioritized Compete with others in the real estate industry by producing high-quality print and digital marketing materials Help organize community outreach events to improve our standing in the local area Qualifications: Previous experience in the real estate industry Candidates are required to have a high school diploma or GED Weekend and evening availability Possesses a basic understanding of Microsoft Word, Excel, PowerPoint, and customer database systems License for real estate is preferred but not required Quick on your feet Professional in attitude and appearance Possess the ability to connect with a variety of personalities Passionate about solving problems Enthusiastic with excellent people skills Independent and self-motivated Ability to communicate effectively (oral and written) Extremely strong phone skills; ability to troubleshoot and provide solutions over the phone Ability to use or quickly learn real estate specific CRM or project management tools Be a team player who thrives working with a tight knit company where their activities directly affect the bottom line About Company
   We specialize in selling All types of homes in Northern and Central New Jersey and love helping all types of buyers and sellers achieve the American Dream.
   Communication, Trust, and Integrity are very important as our clients are our number one priority. We treat every transaction as if it was our own. We aim to add value and support at every stage of the house buying or selling process by sharing our hands-on experience and providing access to our professional real estate network. We are a strong believer in education and will make available several learning opportunities and resources to help you and your family maximize profits.

   Copy this example

   

5. Post your job

   To find the right real estate administrative assistant for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with real estate administrative assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit real estate administrative assistants who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your real estate administrative assistant job on Zippia to find and recruit real estate administrative assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit real estate administrative assistants, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new real estate administrative assistant

   Once you've found the real estate administrative assistant candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   Once that's done, you can draft an onboarding schedule for the new real estate administrative assistant. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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