Administrative Assistant/Transaction Coordinator

JEX CO · BERKSHIRE HATHAWAY HOMESERVICES ELITE REAL ESTATE

Administrative Assistant & Transaction Coordinator

Full-Time

Hybrid in Office/Remote M – F 9AM -5PM

ABOUT THE ROLE

We’re a small, fast-moving real estate team looking for a sharp, tech-savvy assistant who is as comfortable building automated workflows as they are coordinating a closing. This is not a traditional admin role — we’re actively using AI (primarily Claude) to automate transactions, lead management, social media, and marketing. Your job is to help build, run, and improve those systems.

What makes this role different: You’ll work directly alongside AI tools — especially Claude — to design and maintain automated workflows. Prior experience with Claude or AI tools is a strong plus, but a fast, self-directed learner who can figure it out from any available resource is equally welcome.

KEY RESPONSIBILITIES

AI Workflow Automation

• Build and maintain Claude-powered workflows for transactions, leads, marketing, and social media
• Identify repetitive tasks and convert them into automated processes using Claude and connected tools
• Maintain and iterate on prompt libraries, templates, and workflow documentation
• Research new AI capabilities and bring relevant tools to the team

Transaction Coordination (Automated)

• Manage contracts, disclosures, and deadlines using AI-assisted tracking and reminders
• Coordinate with lenders, title companies, and agents through templated, automated communication
• Use Claude to generate client updates, deadline alerts, and post-closing follow-up sequences
• Build and maintain transaction checklists and milestone tracking systems

Lead Management & CRM Automation

• Set up automated lead intake, nurturing, and follow-up sequences
• Maintain CRM data hygiene and automate status updates and touchpoints
• Use AI to draft personalized outreach at scale for different lead segments

Social Media & Marketing Automation

• Build and manage content calendars using AI-generated drafts and scheduling tools
• Create and automate listing marketing: MLS, social posts, email campaigns, and flyers
• Use Claude to produce on-brand content consistently without manual one-off creation
• Track performance and feed results back into workflow improvements

Administrative Support (Automated-First)

• Manage agent calendars, appointments, and showings with AI-assisted scheduling
• Handle correspondence using AI-drafted templates reviewed and sent by you
• Maintain digital filing systems, databases, and client records

WHAT WE'RE LOOKING FOR

MUST HAVE

Experience with AI tools or demonstrated ability to learn quickly from any resource

Strong organizational skills and attention to detail

Self-starter who works well independently

STRONG PLUS

• Real estate industry experience (any capacity)
• Hands-on experience with Claude, ChatGPT, or similar
• Social media content creation or management background

TECH SKILLS

Microsoft Excel · Microsoft Word · PowerPoint · Canva · MLS / CRM Systems · AI Tools (Claude, ChatGPT, etc.)

NOT REQUIRED

Real estate license — not necessary for this role · Formal degree — experience and demonstrated skill matter more

SCHEDULE & COMPENSATION- M – F 9-5

Hybrid IN-OFFICE & REMOTE

COMPENSATION: $20 – $30/hr BASED ON EXPERIENCE

Performance bonuses available. Exact in-office / remote split determined based on role needs and candidate fit.

Submit your resume and a short note on your experience with AI tools or how you’d approach learning them.

gayle@jexteam.com · 801.787.6466

Pay: $20.00 - $30.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in American Fork, UT 84003

Salary : $20 - $30