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Real Estate Admin Assistant

Proctor Staffing INC

Real Estate Admin Assistant

Richmond, TX
Paid
  • Responsibilities

    A highly successful real estate firm and Property Management company - is looking for an Executive Assistant to work directly with the CEO on day to day operational activities. Job will be broken into 4 main categories:

     

    Listing Manager (Listing to Contract)

    • Oversee all aspects of sellers transactions from initial contact to executed purchase agreement.

    • Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc.

    • Consult and coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements and marketing activities.

    • Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.

    • Coordinate showings and obtain feedback.

    • Provide proactive weekly feedback to sellers regarding all showings and marketing activities.

    • Coordinate all public open houses and broker open houses.

    • Input all listing information into MLS and marketing websites and update as needed.

    • Submit all necessary documentation to office broker for file compliance.

    • Input all necessary information into client database and transaction management systems.

    Transaction Coordinator (Contract to Closing)

    • Oversee all aspects of buyer and seller transactions from executed purchase agreement to closing.

    • Coordinate title/escrow, mortgage loan and appraisal processes.

    • Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.

    • Regularly update and maintain communication with clients, agents, title officer, lender etc.

    • Keep BackAgent, and all appropriate media up to date on transactions.

    • Submit all necessary documentation to office broker for file compliance.

    • Coordinate moving/possession schedules.

    • Schedule, coordinate and attend closing process.

    • Input all client information into client database system.

    • Schedule 30 Day, 90 Day and 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.

    Marketing

    • Manage client database management program system.

    • Create regularly prepare all buyer seller consultation packages.

    • Coordinate the preparation of all listing open house flyers, graphics, signage and all other marketing materials.

    • Manage update agent website(s), blog(s) and online listings.

    • Regularly assist agent to manage enhance agent’s social media presence.

    • Track coordinate all inbound leads from websites, social media other online sources.

    • Coordinate all client vendor appreciation events.

    • Regularly obtain client testimonials for websites, social media other marketing materials.

    • Coordinate implement agent marketing videos property videos on website(s), blog(s), social media and client database email campaigns.

    Administrative Manager

    • Oversee all aspects of the administration of the agent’s business.

    • Create manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up all office administration.

    • Maintain all agent financial systems, profit loss statement, bill payment, budget(s), bank accounts, and business credit card(s).

    • Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.

    • Create update a business operations manual and all job descriptions/employment contracts for any future hires.

    • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.

    • Hold agent(s) accountable for conducting all agreed upon lead generation activities.

    • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts lead generation.

    Compensation:

    $12 hourly plus generous bonus and 401K after 6 months of active employment.

    Responsibilities:

    • Maintain files from contract to close

    • Interact with clients

    • Design and print marketing materials

    • Manage client database

    • Follow-up with client system

    • Schedule appointments

    • Communicate with title company/open titles

    • Input and edit listings

    • Prepare buyer's/seller's packets

    • Work with agents and provide resources and assistance in the transaction

    • Coordinate inspections and appraisals

    • Edit contracts and upload to office intranet

    • Keep up to date calendar for Team Leader

    • Follow up with leads

    • Numerous/various other administrative duties tasked by Team Leader

    Qualifications:

    • A valid Real Estate License is strongly preferred for this job (or a zeal to obtain one)

    • Able to build lasting relationships with clients by providing understanding and effective service to their needs

    • Some weekend and evening hours are required

    • Deadline driven and extremely organized

    • Technologically savvy; able to learn new programs quickly and troubleshoot common issues

    • Work efficiently and in a timely manner on a variety of tasks with minimal supervision

    • The ideal candidate will be experienced in providing a wide range of executive and personal support to the real estate broker.

    • Customer service experience in the real estate industry is preferred

    • Ability to assess, prioritize and act quickly and with discretion

    • Be a strong communicator

    • High school diploma or GED required, Bachelor’s degree preferred

    • This professional will enjoy successfully handling the challenges associated with the CEO's responsibilities and daily life.

    • 3 years experience supporting at the C-level or as top assistant to the owner of a thriving private business strongly preferred

    • Support experience in a Real Estate, professional media or marketing environment is HUGE plus