Admin Assistant – Client Success & Project Operations

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

Must Haves

  • 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

Nice to Haves

  • A detail oriented mindset where you can find and fix issues before they occur
  • Experience in real estate media or media production environment
  • Catcherrors, missing deliverables, or off-brand content
  • Background in customer-facing or client success roles
  • A keen eye for creative details