Administrative Assistant

About Baird & Warner Real Estate

Baird & Warner has been named a Chicago Tribune Top Workplace ten times over the past decade — a reflection of the people-first culture we've built and continue to nurture. With over 170 years of history, we remain committed to supporting our teams with the tools, flexibility, and encouragement they need to thrive, both professionally and personally. We believe amazing things happen when people are empowered to grow, think independently, and do the right thing — for each other, for clients, and for the community.

Now joined with Dream Town Realty, a long-standing Chicago brokerage known for its innovation and energy, our presence in the Lincoln Square neighborhood adds a new layer to our collaborative culture. This centrally located office —reflects the dynamic, community-focused spirit that complements Baird & Warner’s values. Together, we are proud to offer a work environment that is not only supportive and forward-thinking but also situated in some of the most energetic neighborhoods in Chicago.

Job Summary:

Our front desk staff are the heart of our business operations, and the directors of first impressions with our internal and external customers. In this role, you will be a part of a integral team of professionals that are responsible for many of the daily tasks that keep our great organization at optimal efficiency.

We are looking for a dynamic, administrative assistant to join our team supporting Real Estate Sales Professionals at our Lincoln Square office at 4553 N Lincoln Ave, Chicago IL 60625.

The ideal candidate must be customer focused and detail oriented, computer savvy, an excellent communicator, and highly professional. The role of Front Desk Administrative Assistant reports directly to our Chief of Staff. In addition to the skills described below, we are looking for individuals with high energy and enthusiasm, bright ideas to grow professionally, and a propensity to work diligently in a dynamic industry. Real estate experience is not required, but definitely a bonus! If you come with the drive and passion to succeed, we can help coach you towards success.

This is a full-time, on-site position with expected hours M-F 9am-5pm (not a remote position).

Essential Duties & Responsibilities:

• Greet visitors, answer incoming calls, and route questions to appropriate departments.
• Manage front desk location’s email inbox, triaging questions and supporting our internal and external customers.
• Schedule meetings and prepare conference rooms accordingly.
• Create and manage all aspects of MLS listings, and manage related documents needed for compliance on behalf of agents.
• Oversee mail and package fulfillment, both incoming and outgoing.
• Confidently and securely open and close office as shift requires, following detailed procedures and instructions.
• Perform administrative duties as needed, such as ordering, maintaining, and restocking of office supplies and inventory.
• Process photos for agents and marketing on both the MLS and in creating brochures.
• Work collaboratively with the Marketing team on signage orders, billing, and data collection to streamline work across offices.
• Ability to travel to any of our offices in Chicagoland area as needed.
• Work with accounts receivable on issuing receipts for both agents and clients, processing check payments, and facilitating customer satisfaction.
• Support data driven projects for the administrative and management teams to drive effective and qualitative change for the organization.
• Assist in planning and facilitating office-wide events to engage agents and contribute positively to company culture.

Requirements:

• Real estate knowledge is a plus
• Strong written and verbal communication skills
• Positive attitude and professionalism
• Ability to multi-task & prioritize
• Strong computer skills - including Google platform and Microsoft Office
• Motivated, self-starter who can work independently and as part of a team
• Excellent organizational skills and attention to detail
• Adaptability and flexibility are key factors for someone to succeed in this role
• Desire to grow in your position and accept new responsibilities
• Professional appearance
• Proactive

Skills & Experience:

• High school diploma or equivalent required.
• Previous real estate experience preferred.
• Administrative assistant experience preferred.

Salary Range

$40,000-$45,000

Benefits

Medical, dental, vision, PTO, VTO