Real Estate Admin

Real Estate Admin opening in Chicago
6 Month contract
Pay: $25-26/hr
Acquisition & Disposition Transaction Management Associate
100% on site
Location: Chicago, IL 60602 - the Loop
Accessible Off the red line
Hours: Monday - Friday 8:30 - 4:30 with paid lunch

Key highlights - seeking someone with good attention to detail, administrative experience, real estate administrative exposure or experience, basic Excel and ideally someone who has experience with SharePoint or other file sharing system

Position Overview
We are seeking a highly organized, detail-oriented, and customer-focused Acquisition & Disposition Transaction Management Associate to support the Acquisition and Disposition team.
This role is responsible for providing administrative and transaction support throughout the real estate transaction process, from initial offer and application through closing. The ideal candidate will have prior exposure to real estate transactions, a working knowledge of real estate documents, and a thorough understanding of Chicago and Cook County suburbs and their surrounding communities.
The successful candidate will be comfortable managing multiple transactions, coordinating with buyers, sellers, internal teams, and other stakeholders, preparing and tracking documentation, maintaining accurate records, and ensuring transactions remain on schedule and compliant with applicable requirements.
Key Responsibilities
Communication & Customer Support

• Handle incoming phone calls and emails related to property acquisitions and dispositions.
• Serve as a primary point of contact for Acquisition and Disposition inquiries.
• Respond to inquiries from potential buyers, sellers, applicants, and other stakeholders in a timely and professional manner.
• Provide information regarding the acquisition and disposition process, requirements, documentation, and next steps.
• Assist with initial applications for property acquisitions and dispositions.
• Coordinate communication among internal departments and external parties throughout the transaction process.

Real Estate Transaction & Document Support

• Assist with the preparation and processing of real estate transaction documents.
• Draft and prepare documents including term sheets, deposit agreements, and other transaction-related documentation.
• Review documents for completeness, accuracy, and required information.
• Track outstanding documentation and follow up with appropriate parties to ensure timely completion.
• Maintain organized transaction files from initial application through closing.
• Assist the team with transaction coordination and administrative follow-up.

Administrative & In-Office Support

• Provide general administrative support to the Acquisition and Disposition team.
• Maintain organized physical and electronic filing systems.
• Schedule meetings, coordinate communications, and assist with day-to-day team operations.
• Track transaction milestones, deadlines, and outstanding items.
• Assist with other administrative projects and responsibilities as assigned.

Database & Property Management

• Update and maintain the electronic property management system.
• Enter, update, and maintain accurate client, property, and transaction information.
• Ensure database records are complete, accurate, and current.
• Generate information and reports from database systems as requested.

Compliance & Reporting

• Ensure transaction-related activities are completed in accordance with organizational policies, procedures, and applicable legal requirements.
• Maintain accurate and complete records and documentation.
• Prepare reports and transaction updates as requested by management.
• Identify missing or incomplete information and follow up appropriately.
• Handle confidential information with discretion and professionalism.

Required Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Minimum of 2 years of administrative experience, preferably within real estate, property management, title, mortgage, legal, or real estate transaction coordination.
• Prior exposure to real estate transactions and working knowledge of common real estate documents and terminology required.
• Thorough understanding of Chicago and Cook County suburbs, including familiarity with local communities, municipalities, and neighborhoods.
• Fluency in English and Spanish, both written and verbal.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Experience working with databases or electronic property management systems.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to work independently while also collaborating effectively with a team.

Skills & Abilities

• Ability to manage multiple transactions, deadlines, and priorities in a fast-paced environment.
• Strong understanding of administrative processes and document management.
• Ability to read, understand, organize, and track real estate-related documentation.
• Strong problem-solving and follow-up skills.
• Excellent communication and interpersonal skills.
• Professional, customer-service-oriented demeanor.
• Ability to maintain confidentiality and exercise sound discretion.
• Adaptability when priorities, deadlines, or transaction requirements change.
• Strong computer and data-entry skills.
• Ability to identify discrepancies, missing information, and incomplete documentation.
• Self-motivated with the ability to take initiative and follow tasks through to completion.

Ideal Candidate
The ideal candidate is a detail-oriented self-starter with real estate transaction experience or exposure, strong administrative and organizational skills, and a genuine interest in community development.
A strong understanding of Chicago and the Cook County suburban real estate landscape is particularly important for this position. The candidate should be comfortable navigating local municipalities and communities and communicating professionally with a diverse range of applicants, buyers, sellers, stakeholders, and partners.
We are looking for someone who is passionate about supporting neighborhood stabilization, expanding economic opportunity, and contributing to the organization's mission through accurate, efficient, and well-coordinated real estate transactions.

10398670