Administrative Coordinator

Description

Overview:

At Better Homes and Gardens Real Estate The Masiello Group, we are committed to delivering exceptional support to our real estate agents. The Business Support Specialist (BSS) plays a critical role in that mission across our 25+ offices in four states. 

This fast-paced position combines administrative support, technology troubleshooting, and marketing coordination. As the first point of contact, you set the tone with professionalism and warmth while maintaining high standards of organization, adaptability, and accountability. Success in this role requires strong work ethic, the ability to manage shifting priorities, and a commitment to keeping the office running efficiently at the highest level—ensuring agents are supported and clients feel welcome.

What We’re Looking For: 

We’re seeking a proactive, organized, and solutions-oriented professional to support our regional real estate team and help keep day-to-day operations running smoothly. This role is ideal for someone who enjoys helping others, managing details, solving problems, and supporting process consistencies and efficiencies in a fast-paced environment. 

The right candidate is resourceful, dependable, and desires to work as a valuable team member to get the job done. You’re someone who enjoys figuring things out, communicating clearly, and following through with professionalism and care.

You’ll work closely with the Sales Director and agents across the region to support transactions, office operations, systems management, training, and overall company success.

This in-person position is based in our South Portland office while supporting agents throughout the region. Candidates will be asked to provide 3 professional references in the final stages of the interview process.

What You’ll Do:

• Provide administrative and operational support to the Sales Director and regional agents 
• Review listing and transaction documents for accuracy and completeness 
• Manage data across real estate, marketing, and accounting systems 
• Coordinate listing timelines, updates, and workflows to support smooth transactions
• Assist agents with systems, technology tools, and process-related questions
• Support onboarding and offboarding activities for agents
• Maintain marketing materials, listing information and compliance records
• Track licensing deadlines and required documentation
• Deliver training and support for agents across varying experience levels
• Help maintain efficient office operations and communication throughout the region and home office team
• Handle confidential information with professionalism and discretion

Requirements

What You Bring:

• Experience with Canva and business-focused social media platforms
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• A proactive, problem-solving mindset and ability to work independently
• Proficiency with Microsoft 365 (SharePoint, Teams, Word, Excel, Outlook, OneDrive, Planner) 
• Comfort managing numerous priorities in a deadline-driven environment
• Strong judgment, reliability, and follow-through
• Aptitude to quickly learn and troubleshoot common technology tools and systems
• Real estate or similar professional office experience, preferred
• Ability to demonstrate a high level of persistence, consistently following through on tasks and maintaining focus until all work is fully completed