The Francia Team is seeking a highly skilled, proactive, and detail-driven Real Estate Administrative Assistant to join our growing team in Santa Maria, CA. This is NOT an entry-level role. We need someone who understands the urgency of real estate deadlines, compliance, and administrative efficiency.

We are looking for a tech-savvy, deadline-driven professional who can manage marketing, CRM systems, administrative support, and real estate listings with precision. This role requires a service-driven mindset—our team is deeply committed to clients and community, and we want someone who values that same high standard of service.

This is a full-time, in-office position requiring strong organizational skills, We’re looking for candidates who are resourceful, proactive problem solvers and excited to learn new technologies and processes.

• Administrative Support: Manage schedules, emails, and daily operations to keep the team organized and efficient.
• Deadline & Task Management: Track important dates, follow up on key tasks, and ensure all timelines are met proactively.
• Client & Agent Communication: Professionally handle interactions with buyers, sellers, lenders, and vendors to ensure a smooth experience.
• CRM & Database Management: Maintain records, manage follow-ups, and ensure accuracy in a CRM system (Follow Up Boss preferred but not required).
• Use Canva for design work and AI tools like ChatGPT and Google Gemini for content creation.
• Event & Listing Coordination: Assist in organizing open houses, broker tours, and client appreciation events.
• MLS Listing & Document Management: While you won’t be handling transactions, you’ll ensure all paperwork, MLS listings, and property marketing materials are completed correctly and submitted on time.

Preferred: Experience in real estate, escrow, mortgage, or property management. However, candidates with strong administrative and organizational backgrounds will also be considered.

• Experience working in a fast-paced, high-pressure environment where deadlines and accuracy are critical.
• Exceptional organizational and time management skills—you anticipate needs, prioritize tasks, and execute efficiently.
• Knowledge in AI & Canva: Hands-on experience using ChatGPT, Google Gemini, or other AI tools for automation and content creation.
• Extreme attention to detail: Ability to manage documents, marketing materials, and listings with 100% accuracy.
• CRM Experience: Familiarity with any CRM system is required (Follow Up Boss is preferred).

Proficiency in the following technology:

• CRM system experience (Follow Up Boss preferred, but not required).
• Trello (Task & project management).
• Slack (Team communication & collaboration).
• Google Drive & full Google Suite (Docs, Sheets, Gmail, Calendar, etc.).
• Apple ecosystem (Mac computers, Apple Reminders, and Apple software).
• Canva (Marketing & design work).
• ZipForms (Real estate document management).
• MLS (For listings & property information management).
• Strong written and verbal communication skills. Must be able to interact professionally with clients, agents, and vendors.
• Service-driven mindset: We are extremely community-oriented and client-focused, and we seek someone who is equally dedicated to serving others with excellence.
• Reliable transportation and a clean driving record.

Preferred but Not Required:

• Familiarity with AI tools is a plus. While certifications are not required, a desire to learn and apply AI technology in our processes is essential..
• Experience in event planning, social media management, or marketing strategy.

At the Francia Team, we take pride in delivering exceptional real estate services while staying deeply connected to our community. Built on trust, service, and results, we are a top real estate team in Santa Maria/Orcutt.