Offer summary

Qualifications:

4-5 years of experience in administrative support or client success roles., Strong client focus with proactive communication skills., High attention to detail and ability to manage multiple tasks effectively., Familiarity with project management tools like Tonomo and Asana..

Key responsabilities:

Respond to client communications promptly and thoughtfully.

Manage project timelines, updates, and quality control across orders.

Conduct pre-shoot and post-shoot calls to align client expectations.

Track project status and assign tasks to editors or photographers as needed.

Job description

This is a remote position.

Job Summary

We are seeking an Admin Assistant to deliver world-class real estate media to top-producing agents. From cinematic listing videos to high-converting reels and stunning photography, we hope to elevate our clients’ brands — and we do it through elite service and obsessive attention to quality. Our admin team is the client success engine — owning communication, timelines, and quality control across every order. This role is at the frontlines of the client experience. We're not just managing projects — we’re ensuring every client feels prioritized, understood, and taken care of from the first call to final delivery. You’ll manage details with precision, act with urgency, and uphold our company’s high-touch, high-quality standards in everything you do.

Core Tasks

Respond to all client communications rapidly and thoughtfully
Send proactive updates on deliverables, timelines, and revisions
Handle scheduling, and day-before group chats with clients and creative specialists
Track and follow up on all outstanding requests
Manage the project dashboard daily to track QC, delivery status, and upcoming orders
Assign projects to the correct editors or photographers based on SOPs
Prepare and conduct pre-shoot and post-shoot calls to align expectations
Organize and send media via delivery SOP
Ensure edits meet client briefs and visual quality standards
Thriving in SOPs and checklists without needed follow up

Requirements

Must Haves

Experience with maintaining and updating Tonomo, Asana, and internal trackers with project detail
Capacity to flag, request revisions, and follow up until resolution
Ability to work PST, occasional early mornings and weekends for key projects
Strong client focus with a proactive communication style
High attention to detail and ability to catch small errors consistently
Creativity and visual awareness to evaluate content quality
Ability to follow and thrive within SOPs and structured workflows
Resilience under a fast-paced workload and ability to stay composed
Clear and professional written and verbal communication skills
Proactive ownership of tasks and problem-solving mindset
Clear communication
Taking responsibility and ownership of your work