About the role
Job Overview
Team Musso is a fast-paced, results-driven real estate team based on Long Island, New York. We are seeking a highly organized, dependable, and experienced Real Estate Administrative Assistant & Transaction Coordinator to support daily operations, reception calls, client communications, listing management, and real estate transactions.
The ideal candidate is proactive, detail-oriented, an excellent communicator, and experienced in the U.S. real estate industry. This individual must be comfortable managing multiple responsibilities, working independently, and taking ownership of tasks from beginning to completion.
We are looking for someone who anticipates needs, follows through, solves problems, and helps keep our business running efficiently.
Key Responsibilities
1. Reception & Client Communication
Answer and manage incoming business calls professionally, courteously, and promptly.
Serve as the first point of contact for clients, attorneys, agents, vendors, and other business associates.
Screen, direct, and transfer calls to the appropriate team members.
Take accurate messages and ensure timely communication and follow-up.
Respond to incoming inquiries through phone, email, and other communication channels.
Schedule appointments, meetings, property showings, and client consultations.
Maintain professional communication with existing clients and business associates.
Accurately document relevant calls, messages, and communications in Follow Up Boss.
Ensure missed calls, voicemails, and outstanding inquiries receive timely attention.
2. Transaction Coordination — Contract to Closing
Manage and coordinate real estate transactions from the initial contract stage through closing.
Serve as a primary point of communication between clients, real estate agents, attorneys, lenders, title companies, inspectors, and all other parties involved in a transaction.
Maintain consistent, professional communication with all parties to ensure transactions progress smoothly and efficiently.
Track contract deadlines, contingencies, inspections, appraisals, mortgage commitments, title requirements, and closing dates.
Follow up with attorneys, lenders, buyers, sellers, and cooperating agents to obtain necessary documents, updates, and outstanding information.
Identify potential delays or issues and proactively communicate them to team leadership.
Maintain organized and accurate transaction files, ensuring all documentation is properly completed and submitted.
Coordinate closing preparations and confirm that all required items are addressed before closing.
Provide regular transaction status updates to management and clients.
Take ownership of assigned transactions, ensuring nothing falls through the cracks from contract execution to successful closing.
3. Listing Management & MLS Administration
Assist with preparing, entering, updating, and maintaining property listings.
Work with MLS platforms, including Matrix and OneKey MLS.
Coordinate listing documentation, property information, photographs, disclosures, and marketing materials.
Communicate with sellers, agents, and team members regarding listing updates and requirements.
Monitor listing statuses, deadlines, showing activity, and pending transactions.
Ensure listing information is accurate, complete, and compliant with applicable requirements.
4. CRM Management & Administrative Support
Manage and maintain Follow Up Boss, ensuring accurate and up-to-date client records.
Log incoming calls, client communications, appointments, and transaction updates.
Organize and maintain client databases and contact information.
Assist with scheduling, email correspondence, document preparation, and general administrative tasks.
Monitor outstanding administrative items and ensure timely follow-through.
Provide daily progress reports and communicate outstanding tasks or issues to management.
Maintain clear communication with team members and leadership.
Prioritize responsibilities effectively while managing multiple projects and deadlines.
Required Qualifications
Previous experience working in the U.S. real estate industry is mandatory.
Proven experience in real estate administration, transaction coordination, listing management, or a similar position.
Strong working knowledge of Follow Up Boss CRM.
Experience handling business reception calls and client communications.
Familiarity with Matrix, OneKey MLS, or other U.S. MLS systems.
Understanding of the U.S. real estate transaction process, including contracts, inspections, financing, contingencies, and closings.
Ability to communicate professionally and confidently with clients, attorneys, lenders, real estate agents, and other transaction participants.
Excellent spoken and written English communication skills.
Strong organizational skills, attention to detail, and time management abilities.
Ability to work independently, prioritize responsibilities, and consistently meet deadlines.
Strong problem-solving skills and a proactive approach to completing assignments.
Comfortable managing incoming calls and client interactions throughout the workday.
Ability to maintain confidentiality and handle sensitive client information professionally.
Willingness to work weekends and U.S. holidays when required.
Technical Requirements
Applicants must have:
Reliable computer or laptop with an updated operating system.
Stable, high-speed internet connection.
Backup internet connection, such as pocket WiFi or a secondary provider.
Backup power solution or contingency plan for power interruptions.
High-quality headset with a noise-canceling microphone.
Quiet, dedicated, and professional workspace suitable for client calls and meetings.
What We're Looking For
We are seeking someone who is:
Experienced: Understands U.S. real estate operations and transaction procedures.
Proactive: Takes initiative without requiring constant supervision.
Accountable: Takes ownership of responsibilities and follows through until completion.
Organized: Can manage multiple transactions, client communications, and deadlines simultaneously.
Results-driven: Focuses on productivity, efficiency, and successful closings.
Professional: Communicates confidently with clients, attorneys, lenders, and team members.
Detail-oriented: Understands the importance of accuracy, documentation, and timely follow-up.
Dependable: Consistently meets deadlines and keeps leadership informed.
Team-oriented: Maintains a positive attitude and contributes to the team's overall success.
How to Apply
Please email your complete application to:
Email Subject: Real Estate Administrative Assistant & Transaction Coordinator Application
Your application must include:
Updated Resume: Highlight your previous U.S. real estate experience.
Real Estate Experience Summary: Briefly describe your experience with real estate administration, transaction coordination, listing management, reception, and client communication.
Software Experience: Explain your proficiency with Follow Up Boss, Matrix, OneKey MLS, and any other relevant real estate platforms.
Video Introduction: Submit a short video introducing yourself, describing your real estate experience, and explaining why you would be a strong fit for Team Musso.
Workstation Photo: Provide a clear photograph of your current workstation.
Computer Specifications: Include your processor, RAM, operating system, and other relevant specifications.
Internet Speed: Provide your current download and upload speeds.
Backup Solutions: Describe your backup internet and power arrangements.
IMPORTANT — PLEASE READ BEFORE APPLYING
Previous U.S. real estate experience is a mandatory requirement for this position.
Please do not apply if you have no prior real estate experience.
We are specifically seeking candidates who understand real estate operations, professional reception and client communication, listing management, and the transaction process.
Applications without relevant real estate experience or without all required application materials will not be considered.
We appreciate your interest in joining Team Musso and look forward to reviewing applications from qualified, experienced professionals.