Part-Time Licensed Real Estate Assistant

Baird & Warner • Chicago, IL • 2h ago

About the Opportunity

A top-producing real estate team based out of the Edison Park office is seeking a part-time, licensed Real Estate Assistant to support the team's operations, transaction coordination, and lead management systems.

This role is ideal for someone who is confident on the phone, highly organized behind the scenes, and committed to delivering exceptional service and follow-through. The position blends inside sales, administrative operations, marketing support, and transaction management to help the team maintain a high level of client experience while continuing to grow.

The assistant will work closely with the team lead and agents to ensure no lead is left behind, transactions run smoothly, and systems remain organized and efficient.

This position operates in a hybrid, flexible work environment, with some in-person collaboration at the Edison Park office (7280 W Devon Ave, Chicago) and the ability to work remotely when appropriate.

Core ResponsibilitiesLead Nurturing & Inside Sales (Primary Focus)

Call and follow up with new and existing buyer and seller leads via text, phone, and email

Convert online inquiries into scheduled discovery calls for the team lead or agents

Execute lead follow-up sequences using a designated CRM

Update lead statuses, notes, and follow-up tasks consistently

Maintain Smart Lists and Action Plans to ensure consistent lead engagement

Build relationships with prospects through consistent communication and follow-through

Assist with scrubbing lead lists and acquiring data from property tax and public record sources

Help identify potential opportunities within the team's database

Operations & Transaction Management

Manage transactions from listing to closing

Ensure compliance with Illinois real estate regulations and brokerage policies

Coordinate communication between agents, clients, attorneys, lenders, inspectors, and title companies

Track contract deadlines, contingencies, and document submissions

Prepare and maintain transaction files using SkySlope

Maintain accurate documentation and organization for compliance and recordkeeping

Administrative Support (Secondary Focus)

Assist with inbox management, file organization, and lead data entry

Help schedule appointments and confirm showings (via ZenList or calendar tools)

Support marketing initiatives by submitting listing forms or uploading content

Maintain and organize SOPs, transaction files, documents, and contact records

Provide coverage and support for the team's Virtual Assistant (Marianne) during overflow periods or focused project work

Marketing & Business Growth Support

Assist with social media content creation and marketing support

Create simple marketing graphics using Canva or similar platforms

Support lead generation initiatives through social media and digital marketing

Maintain brand consistency across team platforms

Provide marketing and listing preparation assistance when needed

Requirements

Required Qualifications

Active Illinois Real Estate License (minimum 1 year licensed)

2-3 years of real estate experience

Membership with a local REALTOR® board (Chicago Association of REALTORS® preferred or willingness to transfer)

Knowledge of Illinois real estate contracts and transaction timelines

Experience working with CRM systems

Experience with SkySlope transaction management software

Strong phone communication skills

Highly organized with strong attention to detail

Reliable transportation and vehicle for travel to the office, client meetings, inspections, etc.

Preferred Skills

Experience supporting a top-producing real estate team

Knowledge of lead list scrubbing and property data research

Proficiency with Canva or other social media/marketing platforms (samples may be requested)

Familiarity with ZenList

Experience with AI tools such as ChatGPT (certification or advanced knowledge is a plus)

Experience with real estate CRM automation and workflows

Ideal Candidate Traits

Excellent phone presence - warm, clear, confident, and professional

Highly organized and detail-oriented with strong follow-through

Emotionally intelligent and able to build trust quickly with leads

Comfortable working independently and managing multiple priorities

Strong sense of ownership and accountability

Flexible and eager to grow within a dynamic, mission-driven real estate team

Self-motivated with a proactive mindset

Work Structure

Part-time independent contractor role (1099)

Monthly stipend: $1,200

Hybrid work environment with flexible scheduling

Combination of remote work and in-person collaboration at the Edison Park office (7280 W Devon Ave, Chicago)

This position is not benefits eligible. As a licensed REALTOR®, the individual may choose to enroll in company-partnered programs available to independent agents at their own cost.

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