RE/MAX Ace Realty is seeking a licensed Pennsylvania real estate agent to serve as a Licensed Real Estate Assistant to the Broker.

This is a key support role for a growing real estate brokerage. The right person will work closely with the broker and leadership team to help manage listings, transactions, client communication, lead follow-up, marketing coordination, events, and day-to-day sales operations.

This is not a traditional receptionist or basic administrative position. We are looking for someone who understands the pace, pressure, confidentiality, and professionalism required in a real estate environment.

The ideal candidate is hungry, humble, loyal, organized, proactive, detail-oriented, and coachable. They must be willing to jump in where needed, protect the client experience, support agents, and help the broker stay focused on growth, sales, recruiting, and leadership.

This role is ideal for a licensed real estate professional who enjoys the business, understands contracts and transactions, but may prefer a more structured, operations-focused role rather than building a full-time personal sales business.

This Role Is Not for Everyone

This may not be the right fit if you:

• Need constant direction
• Avoid follow-up
• Struggle with deadlines
• Dislike details
• Resist accountability
• Are uncomfortable with technology
• Do not communicate clearly
• Prefer to work in isolation
• Are looking for a passive desk job
• Do not understand the urgency of real estate timelines

This may be the right fit if you are dependable, proactive, organized, loyal, professional, eager to learn, and excited to become a trusted part of a growing real estate brokerage.

Listing Management: Listing to Contract

You will help oversee seller-side listing operations from preparation through executed agreement.

Responsibilities may include:

• Preparing listing materials, including listing agreements, seller disclosures, comparative market analysis materials, property profiles, prior MLS research, pre-listing packets, and related documents
• Coordinating photos, staging, repairs, cleaning, signage, lockboxes, showing instructions, access details, and listing launch timelines
• Assisting with MLS input, listing updates, status changes, price changes, remarks, documents, photos, and marketing links
• Reviewing listing information for accuracy, professionalism, and compliance before publication
• Obtaining required signatures and documentation from sellers and internal parties
• Coordinating showing instructions, feedback requests, and weekly seller updates
• Preparing and organizing open house materials, broker open materials, sign-in sheets, flyers, and follow-up lists
• Coordinating public open houses and broker open houses
• Hosting open houses when needed and when agents are unavailable
• Submitting listing paperwork for broker compliance
• Updating CRM, transaction management systems, and internal checklists

Transaction Coordination: Contract to Closing

You will help manage buyer and seller transactions from executed agreement through settlement.

Responsibilities may include:

• Coordinating title, escrow, mortgage, appraisal, inspection, insurance, municipal, and closing timelines
• Tracking contract deadlines and making sure important dates do not fall through the cracks
• Communicating with clients, agents, lenders, title companies, inspectors, appraisers, vendors, and internal leadership
• Assisting with inspection coordination, repair documentation, invoices, contractor access, and completion tracking
• Helping prepare addenda, amendments, notices, and transaction-related documents under broker direction
• Monitoring contingencies, deposits, mortgage commitments, inspection timelines, appraisal timelines, and settlement preparation
• Coordinating final walkthroughs, possession details, utility reminders, and moving timelines
• Submitting required documents for broker review and file compliance
• Updating client and transaction records in the CRM and transaction management systems
• Scheduling post-closing follow-up calls at 30, 90, and 120 days for service, vendor needs, testimonials, and referrals

Broker Support

You will serve as a trusted support person to the broker and the leadership team.

Responsibilities may include:

• Helping the broker stay organized with priorities, deadlines, files, client needs, agent requests, and follow-up
• Preparing documents, notes, reports, meeting agendas, and follow-up items
• Assisting with recruiting-related organization, onboarding tasks, agent communication, and event preparation
• Helping manage brokerage systems, checklists, workflows, and accountability tools
• Supporting broker communication with agents, clients, vendors, and partners
• Helping identify problems before they become bigger issues
• Maintaining discretion with confidential business, agent, client, financial, and operational matters

Lead Capture and Conversion Support

You will help make sure inbound opportunities are captured, organized, and followed up on quickly.

Responsibilities may include:

• Answering and responding to inbound calls, inquiries, website leads, social media inquiries, sign calls, event leads, and online leads
• Capturing key information, including name, contact details, timeline, motivation, location, price point, property needs, and next steps
• Entering leads into the CRM or tracking system accurately and promptly
• Sending approved follow-up texts and emails
• Routing qualified opportunities to the broker, agents, or leadership
• Tracking follow-up activity so leads are not lost or ignored
• Helping prepare buyer and seller consultation packets
• Supporting database cleanup, tagging, segmentation, and follow-up campaigns

Marketing Support

You will assist with listing promotion, client communication, and brand visibility.

Responsibilities may include:

• Coordinating listing flyers, social media graphics, open house materials, signage, postcards, and marketing collateral
• Assisting with social media posting, content organization, engagement, and brand consistency
• Updating agent websites, property pages, blogs, online listings, and marketing platforms
• Preparing buyer and seller presentation materials
• Coordinating property videos, agent videos, email campaigns, and database marketing
• Requesting, organizing, and promoting client testimonials
• Tracking marketing timelines for listings, events, recruiting, and company campaigns
• Helping maintain a polished, professional, and consistent brand presence

Administrative and Systems Support

You will help keep the brokerage organized, efficient, and moving forward.

Responsibilities may include:

• Managing client information, vendor information, marketing timelines, checklists, and internal workflows
• Maintaining systems for sellers, buyers, lead tracking, transaction workflows, database management, and follow-up
• Coordinating marketing materials, signage, lockboxes, supplies, and business-related items
• Helping improve internal systems, accountability, and operational efficiency
• Back up day-to-day brokerage administration as needed
• Creating structure where things feel scattered, incomplete, or inconsistent

Event Coordination

You will assist with planning and executing company, client, vendor, recruiting, and community events.

Responsibilities may include:

• Helping plan and market events such as Cars & Coffee, client appreciation events, vendor events, networking events, office events, recruiting events, and agent gatherings
• Coordinating vendors, sponsors, signage, supplies, invitations, reminders, and follow-up communication
• Assisting with event setup, guest experience, registration, materials, and post-event follow-up
• Helping create a warm, professional, welcoming experience for agents, clients, vendors, recruits, and community members

Required qualifications

• Active Pennsylvania Real Estate License
• Real estate experience, transaction knowledge, or brokerage experience
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple tasks, deadlines, and priorities
• Professional, positive, and solution-focused attitude
• High level of discretion and confidentiality
• Comfortable communicating with clients, agents, vendors, lenders, title companies, and leadership
• Ability to work independently while still being part of a team
• Comfortable with technology, email, spreadsheets, CRM systems, Canva, social media, MLS, and online platforms
• Willingness to follow systems, improve systems, and be held accountable
• Ability to work within the Downingtown Office with some nights and weekends as needed, based on client demands.

Preferred Qualifications

• Experience with Bright MLS
• Experience with transaction management platforms
• Experience with CRM systems and lead tracking
• Experience preparing listing paperwork, buyer paperwork, disclosures, and transaction documents
• Experience coordinating listings, open houses, inspections, appraisals, closings, or client communication
• Marketing, social media, administrative, operations, or client service experience
• Comfortable working in a fast-paced brokerage environment

RE/MAX Ace Realty- We are a growth-focused real estate brokerage committed to developing real estate professionals who build strong, sustainable businesses, enjoy what they do, and make a meaningful impact in the communities they serve.

Our mission is to develop real estate professionals who grow their business with purpose, enjoy their work, and make a meaningful impact in the communities they serve—all within a supportive environment where they feel right at home.

Our vision is to build a 100-agent brokerage of productive, balanced professionals who operate with discipline, integrity, and consistency while maintaining a strong work-life balance.

We value integrity, discipline, professionalism, honesty, and a supportive, positive growth-oriented mindset. We believe in developing the whole agent—not just production, but personal and financial growth.

You’ll play a key role in supporting agent success and strengthening our culture. You're right at home. (tm)