Real Estate Administrative Assistant

The Role

The Real Estate Administrative Assistant is the operational nervous system of Arrive Realty. This person owns the data, accountability systems, and reporting infrastructure that allow our leadership team to make smart, fast decisions and ensure no opportunity is ever missed.

You will work directly within Follow Up Boss (our CRM) as your primary tool, maintain SISU for KPI reporting, and support the Director of Operations in running a clean, accountable, high-converting lead operation. You will report to the Director of Operations and work closely with the entire leadership team.

What You'll Own

Lead & Pipeline Management

Audit all leads in Follow Up Boss daily — ensuring every lead is assigned, correctly staged, and actively being worked by an agent

Monitor contact attempt compliance — verify agents are hitting required touchpoints and flag gaps to leadership

Pull pipeline data and build weekly summaries to support Agent 1-on-1 coaching sessions

Track all ancillary referrals — log them, follow up on status, and report results to leadership

Flag stale leads, missed opportunities, and pipeline irregularities before they become problems

Data, Reporting & Systems

Own SISU data integrity — ensure agent production numbers, lead source data, and KPIs are accurate and up to date

Produce weekly and monthly KPI reports for the leadership team to support Rocks tracking and decision-making

Manage lead source reporting for company platforms.

Maintain FUB database hygiene — tagging, list segmentation, pipeline stage accuracy, and contact record integrity

Maintain and update dashboards and Google Sheets used by the leadership team

Agent Onboarding & Support

Own the onboarding process for new agents — set them up in FUB, Shilo, SISU, and all team systems

Maintain onboarding checklists and SOPs, keeping them current as tools and processes evolve

Coordinate with the Director of Operations to ensure every new agent is fully set up and supported from day one

Operational Coordination

Support the Director of Operations in preparing agendas, meeting notes, and follow-up items for L10 and leadership meetings

Document SOPs and process improvements as the team adopts new tools and workflows

Support AI automation initiatives — help identify repetitive tasks, test new tools, and help implement workflows that save the team time

Who You Are

You are obsessively organized and take genuine pride in keeping systems clean and people accountable

You notice things other people miss — a lead that hasn't been touched in 10 days, a number that doesn't add up, a step that got skipped

You are comfortable working inside CRMs, spreadsheets, and reporting tools every single day

You learn new software quickly and are excited — not intimidated — by AI tools and automation

You communicate clearly and proactively, especially when something is off

You work well independently but thrive in a team environment where everyone is pulling toward the same goal

Real estate or mortgage industry experience is a plus, but not required — we will train the right person

Tools You'll Use

Follow Up Boss (CRM — primary tool)

SISU (production and KPI tracking)

Google Sheets / Google Workspace

AI tools (Claude, ChatGPT, or similar — we actively use and encourage AI in everything we do)

Slack and standard communication tools

Compensation & Schedule

Starting pay: $22–$25 per hour (based on experience), W2 employment

Performance bonus tied to lead conversion metrics

Hours: 40 hours/week (ramp period of 25 hrs/week for first 4-6 weeks)

Location: In-office, Chula Vista, CA

Room to grow — as Arrive Realty scales, so does this role

Compensation:

$22 - $25 hourly

Responsibilities:

Lead & Pipeline Management

Audit all leads in Follow Up Boss daily — ensuring every lead is assigned, correctly staged, and actively being worked by an agent

Monitor contact attempt compliance — verify agents are hitting required touchpoints and flag gaps to leadership

Pull pipeline data and build weekly summaries to support Agent 1-on-1 coaching sessions

Track all ancillary referrals — log them, follow up on status, and report results to leadership

Flag stale leads, missed opportunities, and pipeline irregularities before they become problems

Data, Reporting & Systems

Own SISU data integrity — ensure agent production numbers, lead source data, and KPIs are accurate and up to date

Produce weekly and monthly KPI reports for the leadership team to support Rocks tracking and decision-making

Manage lead source reporting for company platforms.

Maintain FUB database hygiene — tagging, list segmentation, pipeline stage accuracy, and contact record integrity

Maintain and update dashboards and Google Sheets used by the leadership team

Agent Onboarding & Support

Own the onboarding process for new agents — set them up in FUB, Shilo, SISU, and all team systems

Maintain onboarding checklists and SOPs, keeping them current as tools and processes evolve

Coordinate with the Director of Operations to ensure every new agent is fully set up and supported from day one

Operational Coordination

Support the Director of Operations in preparing agendas, meeting notes, and follow-up items for L10 and leadership meetings

Document SOPs and process improvements as the team adopts new tools and workflows

Support AI automation initiatives — help identify repetitive tasks, test new tools, and help implement workflows that save the team time

Qualifications:

Strong organizational skills to manage onboarding processes and maintain up-to-date SOPs.

Proficiency in using Google Sheets and other Google Workspace tools for data management and reporting.

Ability to identify and address pipeline irregularities, ensuring no opportunity is missed.

* Experience in supporting AI automation initiatives, with a willingness to learn and implement new tools and workflows quickly.

About Company

About Arrive Realty

Arrive Realty is a fast-growing real estate team brokered by eXp Realty, based in Chula Vista and serving San Diego County. We are building a high-performance, tech-forward team with a clear mission: deliver exceptional results for our clients, create real opportunity for our agents, and grow a profitable business that makes an impact. We operate on EOS (Entrepreneurial Operating System) and are deeply committed to leveraging AI and technology to work smarter at every level.

Why Arrive Realty

We are not a traditional real estate office. We run on systems, data, and accountability — and we are building something intentional. This role sits at the center of everything: if the data is clean and the leads are being worked, the whole machine runs better. You will see the direct results of your work in the numbers every week. We invest in our people, embrace AI aggressively, and have a clear growth path for anyone who wants to build a career here.