Job Description

Overview: Responsible for performing a variety of administrative and support duties to help the agent keep on track to increase business, improve profitability and develop life-long clients. Daily Musts: ● Receive agent’s daily schedule ● Handle all incoming phone calls ● Handle all incoming emails ● Handle all incoming agent emails ● Fill out Daily Meeting form at the end of the day ● Communicate with Agent ● Communicate with Team Leader ● Hold Team Accountable ● Create Culture ● Go through each active file folder (Every Day) Responsibilities: ● Handle all incoming phone calls ● Return all phone calls in a timely manner ● Handle all incoming emails ● Prepare all packages Pre-List, Listing and File folders ● Maintain all files in a neat and orderly fashion ● Send out any pre-list/ FSBO packages ● Monitor and follow up on all sales/ escrows/ closing files with Leo ● Maintain business supply inventory ● Handle all checking accounts, deposits and reconciliations ● Enter information in QuickBooks ● Send out Holiday Cards (Thanksgiving, Christmas) ● Send follow up letters to all clients ● Post new listings on office board ● Input New Listings on Mls ● Weekly updates/ Reports to clients ● Monitor weekly, monthly and yearly goals ● Update and maintain all clients’ records in the database ● Responsible for all data entry and reports ● Manage all incoming and outgoing correspondence ● Maintain and improve Office Policy and Procedure Manual ● Run errands: office products, bank, post office, signs (if needed) ● Responsible of onboarding of agents and training of systems ● Responsible for hiring/ training additional personnel Pre-Listing Clients: ● Deliver or send Pre-Listing Package

● Call seller to confirm date/ time of appointment ● Prepare a New Client File ● Work with____ on examples of: o Property brochure o Just sold post cards ● Prepare CMA’s ● Order property profiles from Title Company ● Obtain property tax assessor information sheet ● Prepare the listing folder ● Fill out and input MLS Input sheet Listing Clients: Upon Receipt of Offer ● Prepare a New Client File ● Enter all client information in database ● Monitor and follow up on all listings ● Maintain Communication Log ● Make an appointment to take pictures and virtual tour ● Submit proper information and photos to MLS ● Order “For Sale” sign ● Order “Sold” rider ● Send “thank you” letter to seller ● Obtain keys, make extra keys ● Install lockbox with key ● Make sure sign is ready and placed ● Monitor that client has enough Flyers ● Send “Just Listed” letter ● Update white board ● Coordinate showings of property: o Maintain Showing Log o Ensure agent informed re: price reductions, upgrades, improvements, other selling features o Inform agent of any special showing instructions from the seller o Follow up with the agent to obtain buyer’s feedback o Call seller to provide feedback regarding showing o Include showing feedback in seller’s weekly marketing update ● Coordinate open houses of property o Coordinate date/ time with seller and buyer agents o Ensure buyer agent receives all info regarding selling features of the home o Follow up with agent after the open house to obtain feedback about traffic, comments o Call seller to provide feedback regarding open house o Include open house feedback in seller’s weekly marketing update ● Negotiate price reductions (licensed assistant only) Upon Receipt of Offer (Licensed Assistant Only): ● Present offer to client: o Negotiate on behalf of client’s best interest o Ensure client understands contract including deadlines and costs

o Obtain estimated settlement sheet from closing office ● Submit paperwork: o Send full contract to lender and title company immediately o Send accepted contract, client, lender and title company information to closing office ● Update white board and CRM database with transaction information and deadlines ● Coordinate inspection: o Prepare buyer/ seller on what to expect from a thorough inspection o Request inspection (when representing buyer) o Coordinate schedule for inspection (when representing seller) o Review results of inspection with buyer/ seller o Call other agent and negotiate for items to be repaired as applicable (when representing buyer) o Negotiate with other agent on any objections from inspection (when representing seller) ● Coordinate appraisal: o Ensure lender has ordered appraisal when inspection objections are finalized o Notify and brief all parties when appraisal complete ● Follow contract deadlines: o Ensure Seller’s Disclosures are sent, reviewed, and signed by the deadline o Ensure inspection items are handled and agreed to in writing by the deadline o Follow up with lender on completion of appraisal by deadline ● Monitor loan completion: o Contact other agent or lender for frequent loan status updates o Update client on loan status and any possible changes in the settlement deadline and negotiate extensions when needed o Ensure documents will be ready by settlement deadline

Preparing for Closing ● Schedule closing with client o Ensure client has address/ directions to the closing office o Inform client of proper identification and documentation to bring to closing o Notify other agent of scheduled closing time o Send estimated closing costs to client and ensure all information is accurate ● Prepare closing packet for client: o Provide copies of all documents from the transaction o Provide utility company information with phone numbers ● Call and inform client when transaction funds and records ● Coordinate transferring keys to new homeowner After Closing: ● Report Sold to MLS ● Get Reviews and input on Zillow, Google and Yelp ● Remove lockbox ● Remove Sold Sign ● Change website to SOLD ● Send “Just Sold” cards ● Send gift and “thank you for working with our team” letter ● Send “thank you” letter to other agent ● Create “other agent database”

● Send “thank you” letter to lender ● Put in Anniversary File ● Send Client Survey, follow up until received ● Convert File to Sold File ● Call Just Sold ● Remove from other websites ● Update sold records in Pre-List package ● Update database with forwarding address Buyer Clients: ● Prepare a New Client File ● Enter all client information in database ● Pull up houses in MLS ● Schedule showing appointments ● Make copies for clients/ Agent ● Make any follow-up calls ● Call clients and introduce procedures/ what to expect ● Monitors and follow up on closing files with___ ● Maintain Communication Log ● Send “Congratulation” Letter to buyer ● Attend Closings ● Send gift and “thank you for working with our team” letter to buyer ● Send Client Survey, follow up until received Must be knowledgeable of the Following Programs: ● MS Office (Word, Excel, Outlook) ● MLS Systems ● CRM Kv Core or willing to learn ● QuickBooks ● Database Necessary Skills and Attributes: ● Excellent time management skills ● Detail oriented ● Excellent communication skills ● Team Player ● Positive attitude and friendly demeanor ● Bookkeeping skills ● Great ability to focus ● Concerned about doing things the right way ● Calm under pressure ● Learning based ● Service-based attitude ● Proven ability to succeed ● Communications/Interactions

● Team Leader - daily ● Lead Agent – daily ● Agent Team – daily ● Administrative Team (as appropriate to team structure) – daily ● Buyers/Sellers/Vendors – as appropriate

Management Responsibilities

● As appropriate to team structure ...) All administrative team members

Company Description

Broker/ Owner of a Real Estate Office and Escrow Company in Cerritos, CA