Real Estate Administrative Coordinator

Job Description

Job Description

Role Description

This is a full-time on-site role for a Real Estate Administrative Coordinator based in Jersey City (The Heights), NJ. The Real Estate Administrative Coordinator will be responsible for managing daily administrative tasks, coordinating meetings, handling correspondence, maintaining records, supporting the real estate team with documentation, and assisting with project management. Other responsibilities include tracking project deadlines, client communication, and ensuring compliance with regulations and company policies.

Qualifications

Communications:

• Manage email inbox, filter and prioritize messages, and handle phone calls with utmost professionalism and discretion
• Compose professional and timely responses to inquiries and requests
• Maintain the calendar by scheduling appointments, meetings, and deadlines
• Coordinate with various parties involved in purchasing and selling properties - Attorneys, Title Companies, Insurance Providers, Transaction Coordinators, etc.
• Act as the point of contact for reviewing and approving social media deliverables, ensuring alignment with company branding (logos, color codes, messaging) and either approve assets or request revisions as needed.

Vendor & Supplier Communications:

• Contact vendors to obtain quotes, negotiate pricing, and place orders for materials, equipment, or services required for real estate projects.
• Handle basic bookkeeping tasks, including entering expenses, tracking invoices, reconciling bank accounts, and maintaining financial records using MS Excel and Google Sheets
• Create and manage spreadsheets for budgets, construction project costs, and business metrics (using MS Excel and Google Sheets)
• Research vendors, request quotes, and assist with purchasing supplies and services
• Assist in preparing reports, audits, and documentation as needed

Tasks & Folder Organization:

• Sorting mails and paying bills
• Organize and maintain company documents, contracts, invoices, and financial records (both digital and physical). Heavy document editing (PDF, JPG) skills are required
• Support project coordination efforts by tracking deadlines, orders, deliveries, and schedules

Willingness to learn new technologies, processes, and systems

Qualifications:

• Understanding of the real estate industry, including knowledge of MLS, Real Estate transactions, and related terminologies.
• Understanding of real estate, construction, or property management is a plus
• Proficiency in MS Office Suite (Word, Excel), Google Suite, Adobe and other document editing software applications.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Exceptional written and verbal communication skills, with attention to detail and accuracy.
• Discretion and confidentiality in handling sensitive information.
• Strong problem-solving skills and the ability to anticipate needs and take the initiative.
• A valid Driver's License is a must. This job requires occasional driving.
• While the role primarily follows standard business hours, you may occasionally receive an after-hours or weekend message (e.g., from a contractor on site). These are usually quick reminders or confirmations, and simply require acknowledgment to ensure smooth project flow.

Note: This job description intends to convey information essential to understanding the position's scope. It is not an exhaustive list of skills, efforts, duties, or responsibilities associated with the role. The responsibilities may change based on the CEO's evolving needs and the real estate industry.

Compensation

• W2 Position | Full-Time (40 hours/week)
• $25 - $30/Hr.W2, actual compensation will depend on the individual's skills, experience, and qualifications.
• Immediate start date. There will be a 90-day probationary period.
• Paid Time Off
• Annual performance-based bonus
• Supportive, flexible work environment focused on growth, innovation, and work-life balance

GajRaj Acquisitions (GRA) is a Real Estate Investment and Construction Company specializing in property development, residential renovations, and new builds. We foster an entrepreneurial, fast-moving work culture where individual contributions are valued, and innovation is encouraged.
We believe in providing opportunities for learning, leadership, and personal growth — making this a perfect role for someone looking to grow with a company and build a rewarding career

Company Description

GajRaj Acquisitions (GRA) is a Real Estate Investment and Construction Company specializing in property development, residential renovations, and new builds. We foster an entrepreneurial, fast-moving work culture where individual contributions are valued, and innovation is encouraged.\r\nWe believe in providing opportunities for learning, leadership, and personal growth — making this a perfect role for someone looking to grow with a company and build a rewarding career