Administrative Skills, Communication Skills, Contract Management, Data Entry, Detail Oriented, Escrow, Finance, Financial Reporting, Mail Processing, Mathematics, Multitasking, Organizational Skills, Problem Solving Skills, Real Estate, Rentals, Reporting Dashboards, Sales, Spreadsheets, Team Player, Telephone Skills, Time Management
About Baird & Warner Real Estate
Behind every great company is a culture created by the professionals who work there. It’s what has earned Baird & Warner a Top Workplace designation from the Chicago Tribune ten times. Throughout our rich history, we’ve stayed true to the belief that when you give people the support they need, amazing things happen. That’s why we empower you to be independent, grow in your career, do the right thing by your colleagues and your community, and have a true work/life balance. We truly care about making our team feel part of something bigger by sharing a single purpose — making it easier for homebuyers and sellers to realize their real estate dreams.
Job Summary
We are seeking a detail-oriented and proactive Contracts & Commissions Administrative Assistant to join our team. This role plays a critical part in supporting our Contracts, Escrow, and Commissions processes, ensuring accuracy, timeliness, and smooth communication across departments.
Location: Chicago
Hours: Monday-Friday 8:30am-5pm | Hybrid schedule (4 days in office required)
Key Responsibilities:
Escrow & Transactions Support
- Manage all escrow-related tasks, including mass postings, cancels, and escrow check dashboards.
- Verify daily check dashboard against bank deposits.
- Assist with outgoing relocation processing as needed.
- Handle Dotloop email reviews for sorting and assigning.
- Rental Data entry & Compliance review
- Assistance with ordering Signs down for listings.
Commissions & Payments
- Process miscellaneous payments (reimbursements, etc.).
- Confirm checks have been cashed and provide assistance with check-related questions. (stop payments/ reissues.)
- Prepare and balance reports for Accounting, ensuring all required checks are listed and delivered for scanning.
- Coordinate bulk wires and mailing of checks.
- Investigate and coordinate payment set up of incoming funds.
Administrative Operations
- Assist in the scheduling of and handling of all in-office encounters including check pick up and drop off.
- Manage incoming and outgoing mail, including FedEx packages.
- Answer phones and assist with agent/staff inquiries in a timely, professional manner.
- Support internal teams with check help, stop payments, and payment confirmations.
- Special projects as outlined by management.
Skills & Qualifications
- Strong attention to detail and organizational skills.
- Ability to manage multiple priorities and deadlines.
- Proficiency with spreadsheets, reporting, and math calculations.
- Comfort with handling sensitive financial data with confidentiality.
- Prior experience in escrow, commissions, real estate, or administrative operations preferred.
- Strong communication and problem-solving skills
What We Offer
- A supportive and collaborative team environment.
- Opportunities for professional growth in real estate operations and finance.
- Competitive compensation and benefits package.
Salary Range:
$40,000-$45,000
Benefits
Medical, dental, vision, PTO, VTO