Common Real Estate Administration Tasks
Updated: Sep 15, 2025
It is most common to have an unlicensed administration assistant. But it is extremely important that this person does not engage in activities that require a real estate licence. A licensed assistant will be able to perform a larger variety of tasks; however they will also require more compensation to do.
Most teams use unlicensed administration staff and leave tasks requiring a licence to their buyer and listing agents.
Here are some tasks that your administration staff can complete (courtesy of Sue Styles – http://www.maximizedresults.com/):
Answer all phone calls and delegate as required.
Prepare listing presentation materials.
Input new listings into the system and follow the listing checklist.
Print feature sheets and take to new listings.
Handle phone calls and emails as a priority throughout the day.
Print anniversary letters and mail to past clients.
Forward all sign calls/leads to agent.
Set up buyer showings as requested.
Monthly mass-email newsletter or correspondence.
Periodic mail outs – unaddressed / addressed ad mail.
Manage supplies at office, order new supplies as needed.
Co-manage the contact database.
Co-manage listings/buyers files.
Handle couriers.
Run errands as required.
Prepare marketing material and send out as directed.
Push weekly social media/blog.
Process all real estate transactions and follow appropriate checklists.
Co-manage signs, lockboxes, and key inventory.
Liaise with lawyers, lenders, clients and other agents as required.
Assist with staging.
Call leads and database for listings and referrals.
Plan client events.
Attend events with Realtor.
Review, revise current duties and systems.
Take ongoing education.
After hours work calls/emails.
