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