Part-Time Real Estate Administrative Assistant

Real Estate Administrative Support — Independent Contractor

Prominus Real Estate Remote, U.S Contract engagement

About Us

Prominus Real Estate is a Dallas luxury brokerage serving residential, commercial, luxury, condo, and farm and ranch clients across North Texas. Our broker owner is also a licensed attorney, so we hold contracts, compliance, and client communication to a very high standard. This is a small operation, which means your work is visible and you will have real ownership of how things run.

The Engagement

We are looking for an experienced independent contractor to provide remote administrative, transaction support, and marketing services. You run your own business, set your own hours and methods, work from your own location, and use your own equipment. We use AI every day and want someone who uses it confidently and responsibly.

Availability

We need responsiveness rather than set hours. You should be reachable by email or message during 9:00 AM to 5:00 PM CST on business days and acknowledge urgent transaction items within 2 hours. Real estate deadlines are time sensitive, so responsiveness matters. How you organize your work is up to you.

Scope of Services

Transaction Support

Prepare listing agreements, buyer representation agreements, and addenda in zipForms and Lone Wolf Transaction Desk at the broker’s direction, for broker review before anything is sent. Include property-specific disclosures such as lead-based paint for homes built before 1978, on-site sewer, MUD, PID, and conservation district. Research USDA eligibility and district status for properties outside city limits. Open and maintain transaction files. Send executed contracts and supporting documents, including T-47, survey, and prequalification letters, to title, lenders, and cooperating agents. Track earnest money and option fee deadlines and send reminders. Submit files for commission disbursement authorization seven days before closing and close out files within 24 hours after funding. Keep MLS status, links, and listing data accurate and timely.

Listing Launch and Marketing

Send seller and buyer packets to prospects who have requested them. Schedule photography, vertical video, Matterport, and floor plans with vendors. Prepare eBlasts, brochures, FAQ sheets, and feature summaries for broker and client approval. Publish approved listing content to the website, YouTube, Facebook albums, Google Business Profile, LinkedIn, Linktree, and relevant groups. Configure BrokerBay once a listing goes active and process showing requests.

Social Media and Website

Design posts, reels, and graphics in Canva following Prominus brand standards, for broker approval before publication. Publish one blog post per week on WordPress and syndicate it to social channels and Google. Update website pages and listing content and handle routine WordPress maintenance. Produce and send the monthly newsletter and eBlasts through Benchmark.

Client Coordination and Scheduling

Serve as a point of contact by email for clients, agents, title companies, lenders, and vendors. Coordinate showings, inspections, closings, and events. Collect documents and information from clients and keep them updated on dates and next steps. Maintain contact records and send review requests after closing.

Administrative Projects

Research venues and vendors for client events, prepare media and award announcements, maintain the weekly priority list, and prepare monthly meeting minutes.

What This Role Does Not Include

This is an unlicensed role (unless of course you happen to have a Texas real estate license). You will not negotiate, interpret contracts or give advice to clients, give opinions on value, prospect or solicit buyers, sellers, tenants, or landlords, answer property questions beyond advertised information, or handle, send, or confirm wiring instructions or funds.

Systems

NTREIS Matrix MLS through an individual assistant account, BrokerBay, zipForms, Lone Wolf Transaction Desk, Folio, Canva, WordPress, Benchmark, TidyCal, Google Business Profile, Facebook, Instagram, LinkedIn, YouTube, Linktree, Homes.com, OneHome, and approved AI assistants. We sponsor access to the platforms that require a brokerage license; you provide your own general business software.

AI Use

You will use approved AI tools to draft emails, marketing copy, social captions, and research summaries. All output must be verified for accuracy, Fair…