Like administrative assistants in other industries, real estate administrative assistants answer telephones and take messages; distribute incoming mail; operate scanners, facsimile machines and photocopiers; create documents, spreadsheets and presentations; complete expense reports and other accounting forms; and answer routine inquiries from clients, agents and brokers. They also provide clerical support to agents and brokers during the sales process. This involves photocopying sales documents, scheduling closing dates and securing public information about a property. Assistants may not interpret contractors or negotiate on behalf of an agent or broker, however.
Real estate administrative assistants perform marketing tasks to help sell homes and fill vacant rental properties. These tasks include creating advertisements, posting photos and videos of available properties, producing brochures and fliers, planning open house events, scheduling property tours and answering questions about advertised properties. If a real estate agency uses outside vendors to produce its marketing materials, the administrative assistant may keep track of estimated shipping dates and ensure that each vendor's invoice is paid in a timely manner. The administrative assistant may have to gather information about people who are interested in buying or selling properties. Some states prohibit unlicensed assistants from performing telemarketing activities, so an administrative assistant may not be allowed to contact prospective buyers and sellers.
Administrative assistants sometimes perform duties related to property management. These duties include collecting and recording rent payments, creating work orders for maintenance technicians or building supervisors, scheduling tours for prospective tenants, paying utility bills and other property expenses, photocopying lease agreements and forwarding tenant complaints to the property manager. If it becomes necessary to evict a tenant for a lease violation, the assistant may help prepare the eviction paperwork