Role: Administrative Assistant

Priority Location: Remote (EST timezone preferred)

Working Hours: Full-Time (8 AM – 6 PM EST with periodic evening check-ins)

Type of contract: Independent contractor

Type of job: Remote

About the Company:

We are a growing real estate media firm serving the Western Pennsylvania region, providing high-quality photography and digital services to real estate agents and property managers. As we scale, we are focused on building a "software-first" operational backbone that ensures efficiency without compromising on creative quality. Our team relies on integrated systems like Rela, Notion, and Slack to maintain a seamless workflow from the initial booking through to final photo delivery. We are committed to meticulous quality control and high-touch customer service, ensuring our clients experience us as a reliable, professional partner in their sales process.

About the Role:

This is a hands-on operational role that requires a unique blend of creative eye, technical proficiency, and administrative excellence. As our Administrative Assistant, you are the primary point of contact for our clients and the central coordinator for our photography team. Your mission is to own the daily flow of media and communication, ensuring that every photo meets our high standards and every client receives a flawless service experience.

The ideal profile is a detail-obsessed professional with at least 1 year of experience in operations support and hands-on proficiency in Adobe Creative Suite. You must be an expert in Inbox Management and scheduling oversight—able to handle high-volume client queries and photographer coordination with a service-oriented mindset. We are looking for a self-sufficient problem solver who deeply understands cloud-based systems like Dropbox and Notion, and who can work independently to ensure our daily operations run with meticulous accuracy.

Key Responsibilities

This role serves as the engine of our daily operations, owning the photo quality control

lifecycle and client service experience.

Quality Control & Photo Management

Media Oversight: Download and review daily deliveries from the editing team, performing rigorous quality assurance to ensure all media meets real estate industry standards.
Technical Adjustments: Utilize Adobe Lightroom and Photoshop to make minor adjustments, including color correction, vertical straightening, and basic retouching (e.g., wire removal).
Editor Liaison: Communicate feedback and special requests (like virtual staging) to the editing team via email to ensure final outputs are perfect.

Client Communication & Scheduling

Primary Point of Contact: Manage all client communication via email, Jira, and text, responding to questions and special requests with a professional and friendly demeanor.
Order Management: Monitor the automated scheduling system to confirm booking accuracy, resolving conflicts or missing information before they impact the shoot.
Media Delivery: Ensure all completed, paid orders are delivered to clients promptly, maintaining a high standard of reliability.

Field Coordination & Financial Admin

Photographer Support: Coordinate with field photographers via Slack regarding schedules and appointment details, ensuring they have all necessary information for success.
Invoicing Lifecycle: Execute daily invoicing through Rela based on completed shoots and manage follow-ups for outstanding payments.
System Hygiene: Maintain organized documentation in Notion and monitor team calendars to track daily progress and photographer workflows.

Qualifications

Required

Experience: No less than 1 year in administrative or operations support roles with a focus on meticulous accuracy.
Technical Skills: Hands-on proficiency in Adobe Lightroom and Photoshop for photo editing and quality control.
Software Fluency: Deep understanding of Google Workspace, Dropbox, and Notion; ability to learn new platforms like Rela and Jira quickly.
Communication: Exceptional written English with a customer service focus; able to maintain a positive tone in all interactions.

Preferred

Industry Experience: Background in real estate, photography, or creative agency environments.
Management Tools: Familiarity with Slack for team communication and Jira for client workflow management.
Financial Literacy: Experience with invoicing, billing systems, or basic financial administration.

Administrative Assistant -