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Administrative Assistant–Luxury Real Estate Development

Job Description

 

The primary function of the Administrative Assistant is to perform diverse supportive and administrative duties in order to help the Real Estate Agent organize, build and grow their business. Successful performance of these activities should enable realtors to focus more effectively on lead generation, client service and referral-based business growth activities. Realtor has background in architecture, and business focuses on luxury residential real estate developments.

 These objectives are achieved by:

  • Organizing the business administratively
  • Complete administrative tasks and ensure the Real Estate Agent’s time is optimized for business growth
  • Combination of work from home and from office

 

Key Duties:

  1. Establish and maintain a consistent follow up program with the elite client base
  2. Manage Client Appreciation Program
  3. Assist Real Estate Agent in reaching all goals
  4. Complete and prioritize a daily “To Do List” in order to have measurable results for day to day operations
  5. Maintain and organize Real Estate Agent’s daily schedule as needed.
  6. Coordinating all pending transaction from contract to close.
  7. Edit computer database files for additions, deletions and/or updates.
  8. Maintain client activity tracking (i.e. phone calls, personal notes, pop-bys, etc.)
  9.  Assistance in Property Showing Activity
  10.  Assistance in Property Listing Activity

 

Checklist of General Responsibilities:

  1. Understand and support established company philosophy, policies and procedures to provide proper and effective service as requested
  2. Protect the Real Estate Agent’s time by keeping interruptions to a minimum through screening calls, visitors and incoming mail
  3. Answer all telephone calls with confidence and quality service
  4. Handle as many phone calls as possible from beginning to completion; handle them accurately and efficiently, make sure each client is completely satisfied with your responses
  5. Greet clients and vendors courteously and confidently
  6. Maintain a schedule of the Real Estate Agent’s time: calendar, meetings, projects, etc., confirm all appointments
  7. Anticipate and prepare materials needed by the Real Estate Agent for conferences, appointments, meetings, telephone calls, etc.
  8. Open and process mail on a daily basis
  9. Draft and answer correspondence with office standards
  10. Create form letters and maintain a reference manual with copies of all letters with an address in order to locate them easily on a computer
  11. Maintain and organize supplies.
  12. Process assigned tasks, customer inquiries, agent inquiries, and other related work in a timely manner
  13. Assure all clients and/or agents are kept up to date on the progress of their transaction
  14. Follow through on all commitments or promises made by our office
  15. Identify problems, recommend solutions, offer money saving ideas/money making ideas
  16. Seek improvement of existing procedures and systems, ask questions
  17. Operate standard office equipment
  18. Maintain a professional office environment
  19. Promote environment of teamwork
  20. Perform other related duties as assigned
  21. Prepare and assemble monthly mailings to client database.
  22. Search MLS and related real estate specific programs (Fusion, Matrix)
  23. Make appointments thru phone, email, text messages to listing agents and/or property owners.
  24. Prepare necessary showing material including map route.
  25. Assist in preparing Comparative Market Analysis (CMA)
  26. Make appointments for inspections, appraisals, walkthroughs, etc.
  27.  Prepare Buyers/ Sellers information packages.
  28. Maintain transaction timelines; assuring client and/or realtors are kept up to date on transaction progress.

 

Job Specifications:

  • Professionalism
  • Positive
  • 2 year+ administrative / marketing support experience
  • B.A / B.S degree or equivalent experience
  • Proficiency with Google suite of products (docs, sheets, slides)
  • Mailchimp (or similar tools) experience is a plus
  • Strong technological aptitude
  • Oral communication skills
  • Excellent written communication skills
  • Organizational skills
  • Detail oriented
  • Excellent customers service skills.
  • Multi-task oriented
  • Phone skills
  • Resourceful
  • Math aptitude
  • Must have basic computer function knowledge using word & excel.
  • Must be organized, a self-starter, requiring minimum supervision.
  • Basic MLS, Matrix, Fusion knowledge preferred.
  • Basic CMA knowledge preferred.
  • Graphic design experience is a plus
  • Real estate license is a plus but not necessary



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