Real Estate Administrative Assistant

Real Estate Administrative Assistant — Vanguard Realty Group

Tampa, FL | October 2022 – Present

• Coordinated administrative logistics for 140+ transaction files annually using Dotloop, ensuring all escrow deposits, disclosures, and purchase agreements achieved 100% compliance with Florida real estate commission guidelines.
• Maintained CRM database of 3,500+ contacts on Salesforce, segmenting client lists to deploy monthly marketing newsletters that boosted open rates by 24% and generated 40+ inbound leads.
• Administered office operations and daily scheduling for 12 licensed real estate agents, optimizing tour itineraries and client appointments to reduce agent travel downtime by 15%.
• Designed and distributed 90+ custom digital brochures, flyers, and social media posts monthly using Canva, resulting in a 30% increase in attendance at scheduled open house events.

Real Estate Office Coordinator — Coastal Living Properties

Sarasota, FL | June 2020 – September 2022

• Managed front desk operations and incoming calls for a boutique brokerage, routing 40+ daily client inquiries to appropriate agents and improving inquiry response times by 20%.
• Uploaded and managed 85+ property listings on Matrix MLS, checking photos, descriptions, and showing instructions to reduce compliance warning notices to zero over 2 years.
• Organized digital archives for 250+ historical transactions using Google Workspace, transitioning paper documents to a cloud system that reduced document retrieval times by 35%.
• Prepared and verified 120+ client intake packages, collecting necessary identification, financial records, and pre-approval letters to expedite the agent onboarding workflow by 18%.

Transaction coordination, Listing management, MLS database administration, Escrow document verification, Client onboarding, Calendar scheduling, CRM administration, Real estate marketing, Escrow process support, Dotloop, Matrix MLS, Salesforce CRM, DocuSign, Canva, Google Workspace, Customer service

Brokerage Document Digitization Initiative

Role: Project Leader / Office Coordinator

Tools: Google Workspace, Dotloop, DocuSign

Led the migration of 10 years of physical files to a secure digital archive, reducing retrieval times by 35% and saving $4,200 annually in paper and storage costs.

CRM Client Segmentation Campaign

Role: Database Administrator / Assistant

Tools: Salesforce CRM, Mailchimp

Cleaned and categorized a legacy contact database of 3,500+ records, establishing automated email flows that increased client retention rates by 12%.

• Real Estate Professional Assistant (REPA) - Real Estate Business Institute (REBI) (2021)
• Certified Distributed Real Estate Assistant (CDREA) (2022)
• Salesforce Certified Administrator (2023)

• Languages: English (Native), Spanish (Conversational)
• Volunteer Work: Event coordinator for Tampa Regional Housing Alliance (2021-present)
• Availability: 2 weeks notice