We’re Hiring: Administrative Assistant – Ranch & Recreation

#1 Properties Ranch and Recreation is maturing and we’re looking for a highly organized Administrative Assistant to join our team. This role will be vital in supporting our efforts at Ranch and Recreation to provide the very best experience to our clients.

This role is central to the success of our land, farm, and recreational real estate brokerage, providing critical support to agents, brokers, and clients.

Please review the listing below and submit your cover letter and resume to holly@ranchandrecreation.com to apply. We look forward to hearing from you!

Overview

#1 Properties Ranch and Recreation is seeking a highly organized, detail-oriented Administrative Assistant to support the daily operations of our land, farm, and recreational real estate division. This role will provide critical support to agents and leadership, ensuring smooth, timely, and accurate administrative processes across marketing, transaction coordination, client support, and internal reporting.

Scope of Work & Responsibilities

Listing & Marketing Coordination

• Maintain and update listing information across all MLS systems:
  • Cheyenne MLS
  • Western Nebraska MLS
  • Wyoming MLS
  • MyStateMLS
  • And any other data entry as assigned
• Maintain and update transaction information:
  • Ensure files and paperwork is in skyslope, Brokerwolf and internal systems.
  • Perform file review prior to closings
  • Close out transactions and archive digital and paper files.
  • Add new buyers and sellers to Real Stacks.
• Ensure all listings are accurate and up-to-date on multiple third-party sites.
• Track high-investment advertisements (e.g., Private Air Magazine) and ensure printed materials are mailed to sellers post-publication.

Agent Support & Field Communication

• Provide administrative and technical support to agents in the field.
• Maintain the Broker Wolf FileMaker database and ensure seamless integration with third-party sites.
• Send quarterly production reports to agents.
• Maintain database of client closing anniversaries and set reminders for agent follow-up.

Accounting & Financial Administration

• Log all expenses (financial transactions) into QuickBooks.
• Maintain and reconcile trust accounts, commission and operating accounts.
• Produce agent commission checks.
• Coordinate with title companies and confirm disbursement timelines.
• Provide quarterly budget reports to managing brokers.

Meetings & Reporting

• Produce a meeting sheet for biweekly Ranch & Rec team meetings.
• Review meeting notes, summarize action items, and set calendar reminders for team.
• Generate monthly listing performance reports.

Desired Qualifications

• Strong proficiency in QuickBooks and Excel
• Familiarity with MLS platforms and online real estate marketing tools
• Detail-oriented with excellent organizational and time-management skills
• Ability to work independently and handle sensitive financial and transactional data
• Comfortable supporting remote agents and working with cloud-based systems
• Willingness to obtain Real Estate License preferred.

Additional Tasks to Consider

• Client care follow-up: Sending thank-you cards, holiday gifts, or check-in emails to past clients
• Scheduling showings or inspections for agents
• Monitoring deadlines: Appraisal, loan, inspection contingencies in coordination with TCs
• Assisting with compliance files for brokerage and ensuring documentation is audit-ready
• Office supply orders, mail handling, or other general administrative duties
• Onboarding support for new agents—email setup, MLS login help, branding materials
• Google Drive or Dropbox file structure maintenance and digital folder hygiene

Recommendation: Start with 25–30 hours/week part-time with potential to scale full-time during peak seasons.

All Ranch and Recreation Employees are required to sign a NDA(Non Disclosure Agreement).