Administration manager

Due to continued growth, URBAN X is seeking an exceptional Administration Manager to play a key role within our business. This is a rare opportunity for a highly capable administrator or experienced real estate professional who thrives in a fast-paced, high-performing environment.

Supporting industry-leading agents, you'll drive operational excellence while working with innovative systems and modern real estate technology.

About the Opportunity

The Admin Manager drives and nurtures strong relationships with partners across their portfolio, delivering seamless end‐to‐end administrative expertise to URBAN X Partners, from listing through to settlement. Acting as the primary point of contact for their allocated portfolio, the Admin Manager ensures all campaigns are managed efficiently, accurately, compliantly, and with a high level of service.

Key Responsibilities

• Primary contact for client portfolio, managing the process from listing to settlement.
• Review invoices, resolve escalations, and ensure accuracy for settlements, terminations, and withdrawals.
• Maintain partnerships and Agent Profile Sheets, and ensure no post‐settlement funds remain.
• Manage admin tasks (e.g. Trello), improve processes, and provide feedback to leadership.
• Liaise with suppliers, support agent onboarding, participate in BETA testing, and review supplier accounts.
• Ensure compliance across agent documentation, payments, and UX processes; guide agents on systems and sales workflows.
• Stay current on real estate and regulatory changes, and support team training.
• Deliver high‐quality client service, build strong relationships, communicate proactively, run key sales calls, provide weekly updates, and lead sales meetings with a solutions‐focused approach.

Skills and Experience

We are looking for candidates with experience in real estate, real estate EA roles, and/or project administration or client management.

• Vault CRM (Highly Desired)
• Rex system experience (Highly Desired)
• Exceptionally strong communicator with high-performance drive (Essential)
• Strong contracts admin experience, attention to detail and administrative ability (Essential)
• Commitment to excellence – Uphold our values and deliver high-quality service (Essential)
• Confident Microsoft Office suite skills (Essential)