Contracts & Commissions Administrative Assistant

About Baird & Warner Real Estate

Over the last decade, Baird & Warner was named a Chicago Tribune Top Workplace eight times in a row. But we didn’t get there by accident — behind every great company is a culture created by the professionals who work there. Throughout our rich history, one thing has remained true: we believe that when you give people the support they need, amazing things can happen. That’s why at Baird & Warner we empower you to be independent, to grow in your career, to do the right thing by your colleagues and your community, and to 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.

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
• Ordering Signs down for listings.
• Hot sheet mailings

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.

Administrative Operations

• 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.

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