Bigger. Better. Bolder. Inman Connect is heading to San Diego. Join thousands of real estate pros, connect with the power of the Inman Community, and gain insights from hundreds of leading minds shaping the industry. If you’re ready to grow your business and invest in yourself, this is where you need to be. Go BIG in San Diego!
Stepping into the role of an admin on a real estate team can be both exciting and overwhelming. You are the backbone of the operation, ensuring transactions run smoothly. You need to understand the importance of transaction management, including automating processes, coordinating with clients, and ensuring all contract documents are tracked and managed systematically.
Your role is to ensure communication stays clear and everything stays organized. While agents focus on closing deals, your role is just as critical — keeping the team efficient, supporting clients and maintaining systems that ensure success.
TAKE THE INMAN INTEL SURVEY FOR APRIL
Our philosophy is that if you do anything three times, you must have a system in place for it. Systems first; assistants running those systems second. Often, a great assistant can make the difference in an agent’s ability to double their production and profitability.
The number of systems you’ll be involved in can often seem overwhelming. However, just remember, the most important aspect of being a successful admin or client care coordinator is having the right attitude. Attitude is considered more important than aptitude, meaning that a positive attitude toward learning and growing will enhance your ability to perform the job effectively.
A great attitude, combined with characteristics such as being organized, detail-oriented, an excellent communicator and a team player, is essential for success in the role. Aim for progress rather than perfection.
Next to a great attitude is skills development. Many programs, systems and companies used in real estate offer amazing training and development programs that agents often never see.
As the superhero of systems and growth, if you master the tech, systems and tools your team uses, you will become invaluable. The era of spreadsheets and checklists is over, and it’s time to up our tech skills and adopt the incredible tech that is available to teams and brokerages today.
More than just support
The title “admin” might suggest a behind-the-scenes role, but your contributions directly impact the team’s success. “Superhero of systems” is a much better description for the role of a team support superstar. You manage transactions, coordinate communication and ensure deadlines are met. Whether it’s tracking contracts, keeping schedules organized or handling client interactions, your role is vital.
One of the best things you can do is understand the systems already in place. Many teams have established workflows, and your job is to optimize and maintain them rather than reinvent the wheel. Gain skills in evaluating and setting up the CRM system correctly, enabling agents to track and manage clients, leads and transactions efficiently.
Mastering organization, efficiency and deadlines
Real estate moves fast, and keeping up with multiple deals at different stages requires strong organizational skills. Learning how to prioritize and streamline your workflow makes all the difference. As previously stated, we believe that any task you perform three or more times should be systematized.
Real estate deadlines are non-negotiable. Missing an inspection contingency, loan approval or closing date can create significant issues.
To stay on track:
- Use digital calendars to track key dates and set reminders
- Follow checklists for each transaction to ensure no steps are overlooked
- Keep files organized and easily accessible
Managing multiple tasks
Balancing multiple deals simultaneously requires a structured approach.
Try these methods:
- Batch similar tasks together instead of switching between them constantly
- Identify three top priorities each morning, and focus on those first
- Utilize transaction management software to automate reminders and workflows
Building strong relationships
Your job isn’t just about processes — it’s about people. The better you communicate and collaborate, the smoother everything runs. This applies to both clients and agents.
Agents are focused on sales and client relationships, often relying on you for organization.
To best support them:
- Learn each agent’s preferred communication style — some may like emails, others prefer quick calls
- Anticipate their needs — if an agent struggles with deadlines, set up automated reminders
- Encourage open communication and check in regularly to provide the support they need
Client interactions matter
While you may not be the face of the transaction, clients will interact with you throughout the process.
How you communicate can make a big difference:
- Be professional and responsive when answering client questions
- Keep clients informed about the status of their transactions
- Maintain a calm and reassuring presence, especially when challenges arise
- Your ability to anticipate what the leader needs and provide it separates you from the average. Review the week in advance to ensure nothing falls through the cracks
Leveraging AI and technology
Technology can make your job easier by automating manual tasks and enhancing efficiency.
- Use AI-powered platforms to manage documents and deadlines
- Set up workflows in tools to keep deals moving
- Use AI email assistants to craft professional responses
- Automate scheduling to reduce back-and-forth
Organizing data
A few quick tips:
- Utilize CRM systems to track client interactions
- Analyze lead flow and follow-up and provide feedback to the team leader on the performance of the team
- Keep digital files structured in Google Drive or Dropbox for easy access
Overcoming challenges as a new admin
Every new admin faces challenges, but preparation can make the transition smoother.
- Feeling overwhelmed? Break large tasks into smaller, manageable steps
- Struggling with industry jargon? Study transaction flow and contracts, and ask questions when needed
- Balancing multiple agents’ needs? Set clear priorities and boundaries to manage your workload effectively
Your role is invaluable. You are the superhero of our teams
As a real estate admin, you are the glue that holds the team together. Your ability to stay organized, proactive and efficient has a direct impact on the team’s success. By mastering organization, communication and technology, you can turn this role into a powerful career path with long-term growth opportunities.
The best admins don’t just keep things running — they elevate the entire team’s performance. Stay adaptable, take ownership of your role, and you’ll quickly become an indispensable part of your team’s success.
For team leaders, empower your superheroes to make the necessary changes and keep your systems running smoothly and growing. Most assistants succeed and fail as a result of the leader’s ability to let go, delegate and trust.
Verl Workman is founder and CEO of Workman Success Systems. Connect with him on LinkedIn or Instagram.
