Position is part time with the opportunity to transition into full time.
We are looking for an experienced administrative assistant to support a growing real estate team. A real estate license is preferred but not required. This is a busy office and you will be expected to ‘own’ the position, meaning that you will take creative control and develop systems that work for you and the team. Although you will be supporting a real estate team, this is an extremely independent position where you will be expected to ‘take the reins’ and ‘manage up.’
You must be incredibly detail oriented.
As the lead real estate assistant on the team, you will take full responsibility for overseeing all non-sales related duties. Your responsibilities will play an important role in clearing away distractions so that your agent can focus on generating new business and closing deals. We are seeking someone who enjoys people and excels at building relationships both in person and over the phone. Proficiency with computers and technology and possessing the ability to learn new applications quickly are also necessary qualities. Attention to detail, a systematic approach, creative problem solving, and exemplary customer service and communication skills are necessary to assist the team’s efforts in servicing our clients. Awareness of and the tenacity to use money wisely is a cornerstone of this work. Being budget-minded and always looking for ways to network with vendors and other talent in a leveraged way is essential. Comfortable working with personalities different from your own, without hurt feelings, always seeking to understand rather than be understood is desirable.
Job Responsibilities
- Build, implement and manage all systems for clients, lead generation, database management and back office support
- Coordinate marketing events and client activities
- Coordinate the purchase of marketing materials
- Coordinate marketing calendars and ensure execution of tasks
- Oversee all listing files and listing marketing (brochures, flyers, online marketing, etc.)
- Compile and distribute weekly/monthly reports to clients (buyers and sellers)
- Work with outside accountant to obtain monthly P&L Statements and set reminders for preparation for tax-filing
- Create and maintain an operations manual that documents all systems and standards
- Update MLS and websites
- Create, maintain and utilize a complete lead follow-up system
- Assist agents in updating CRM content
- Keep agent informed about challenges and issues that need to be handled
- Provide concierge level customer service to clients and customers
- Work with all preferred vendors, including professional photographers, contractors, etc.
- Set up and maintain all files (buyers sellers, contracts)
- Do Bookkeeping and set up and maintain chart of accounts
- Review bills and work with team lead to ensure payment
- Coordinate seller listing sign installation and removal at the appropriate times
- Schedule photographers for all seller listings
- Continue to take day to day office tasks away from agent, organizing workflow and reducing inefficiencies
Job Qualifications
- Technologically savvy and able to learn new programs quickly and able to troubleshoot common issues; proficiency in Word, Excel, Power Point, Outlook and Internet skills
- Social media savvy, especially Facebook and Instagram is preferred
- Have excellent attention to detail and high-level accuracy with documents
- Concerned with doing things the right way the first time
- Flexible in daily routine; ability to prioritize and manage shifting responsibilities
- Deadline driven and extremely organized
- Able to stay calm and patient when faced with emotional situations
- Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities
- Able to make quick and effective decisions, solve problems, as well as maintain confidentiality
- Excellent verbal and written communication skills
- Proficient in time management
Job Type: Part-time
Salary: $15/hour, 20 hours per week
Job Type: Part-time
Salary: $15.00 /hour
Experience:
- Real Estate: 1 year (Preferred)
- Administrative Assistant: 1 year (Preferred)
Required travel:
- 25% (Preferred)
Hours per week:
- 10-19
Overtime often available:
- No
