Real Estate Admin Assistant

WHO WE ARE:

A forward-thinking, high-volume, professional real estate firm ______. We have integrity, experience and results. Our office environment is collaborative, fun and dedicated to excellence.

 Are organized, technology proficient, quick thinking and detail-oriented.

 Have the ability to handle multiple tasks at once and juggle priorities daily.

 Are fast-paced, but you can maintain your cool, calm and professional demeanor.

 Have a good work ethic.

 Have a positive attitude and mindset.

 Are basically a ROCKSTAR.

YOUR JOB:

 Managing the real estate magic that goes on behind the scenes.

 Maintaining spreadsheets, tracking clients, compiling reports & organizing files.

 Coordinating transactional details, managing the calendar & tracking important dates.

 Helping maintain our website, social media channels, marketing and administering advertising campaigns.

 Represent our brand by delivering amazing and exceptional customer service.

 Real Estate ADMINISTRATIVE Assistant requires excellent proficiency in all Microsoft Suite software, Adobe &______are a plus. Type min 55 WPM. Tech savvy with paperless software and excel/Google programs. Starting Pay $15-$16 an hour based on experience, plus Bonus structure w/ min 2 years of Real Estate Transaction and or Marketing Administrative Assistance.

Busy Real Estate Sales Professional, Closing 50+ transactions Seeking a full-time, strong administrative person to manage clients, administer tasks, organize and oversee real estate files and marketing initiatives for a top producing real estate team. RESPONSIBILITIES: 1. Schedule: Arrive for work as scheduled on-time every day. 2. Follow schedules as agreed upon every day. 3. Process listings & sale files according to agent and brokerage guidelines (Planetre & Top Producer) 4. Order necessary marketing flyers, postcards, agent business card, yard signs etc. as required. 5. Drop off flyers to sign boxes, pick up and install lockboxes. 6. Update lockbox assignments, check showings weekly on KIM showing reports, call showing agents for feedback (using script), print reports for file, note and log all showing requests and feedback in top producer. 7. Contact all sellers & buyers by phone once a week minimum to give updates/market feedback etc. provide outstanding customer service, answer questions and maintain follow up systems for outstanding communications. 8. Answer, screen and direct calls/emails/mail to correct party when necessary. 9. Prepare and deliver pre listing packages. 10. Create listing appointment file after appointment is set with tax record, prequalifying script, agent presentation script, comps, expired listing, listing history and client contact info. 11. Create CMA’s and listing contact/disclosures, marketing materials for listing appointments. 12. Keep websites/MLS etc updated with listings, photos, showing instructions, extend contract dates, price changes & property descriptions. 13. Create & coordinate all marketing and promotion of every listing weekly – open houses, websites, flyers, ecards, magazine, print ads. 14. Pull phone lists for Just sold and just listed properties in autodialer MOJO systems for agent prospecting. 15. Continually ask for referrals from buyers, sellers lenders and vendors. 16. Return voicemail messages promptly. 17. Attending meetings daily with reporting agent providing solutions to issues. 18. Enter new listings/sales into MLS. 19. Follow up and maintain up to date tasks on Top Producer checklists DAILY. 20. Create sphere of influence of at least 100 people. 21. Always enforce TEAM concept with clients. 22. Refer up-calls to buyer agents/provide information if necessary. 23. Always cross sell our listings when getting showing reports, up calls if property does not meet the agents buyer needs. 24. Prepare counteroffers, addendums, disclosures, change orders, and other documents associated with listings/sales/offers as needed. 25. Schedule & coordinate showings, appraisers, repair, inspection, walk thru inspections. Note all activity to Top producer. 26. Create a buyer file once buyer is preapproved and showing appointment set; prepare buyer pre appointment package, email or mail to clients. 27. Follow up with short sale lenders weekly, Updates all parties, buyers agent and sellers of status of processing every other week. Document all activity and communications in Planetre. Complete equator tasks. 28. Create closing file when buyer offer is accepted. (Planetre & top producer) 29. Monitor closing file insurance all deadline are met using top producer checklists, (financing, repairs, HOA documents) Update checklists and notes in top producer weekly with status. 30. Present closing HUD statement to agent prior to client being schedule to sign closing documents. Once approved by agent, notify escrow company client is ready to be scheduled for signing. 31. Complete closing file, follow up with all parties names, addresses, phone numbers and email addresses. (Including the party we do not represent) 32. Show properties for team, if necessary. 33. Keep agent office stocked with company supplies from front desk, including logo presentation folders, envelopes. Notify agent is other supplies need to be ordered including ink for color printer. 34. Always document every conversation and activity in top producer. 35. Create an operations manual outlining each process. 36. Continually improve systems to benefit of the client and team members. 37. Keep agent on prospecting and appointment schedule AT ALL TIMES! 38. Any additional duties requested by agent.

 Have a mindset that pushes for solutions.

 Be willing to be a brand ambassador: A person who embodies the company's identity in appearance, demeanor, values and ethics.

 Have experience in a real estate office.

 Be a supportive leader -- persistent and stable.

 Like people.

 Be driven to organize and create order.

 Understand technology: Word, Excel, Database System, PDF files, image editing, uploading files, smart phone technology.

 Like paperwork.  Be a self-starter and able to figure things out.

 Have high customer service standards.

 Good at follow-up, writing and grammar.

 Excellent reading comprehension skills.

 Be learning based and have a history of personal and professional growth. Transaction Coordinator Sample The Transaction Coordinator assists the Broker Associate in every aspect of processing real estate files - exceptional organization and time management skills are a must! Job responsibilities include, but are not limited to the following: Position supports a fast paced, highly collaborative group!

 Reviews contract terms to confirm that all necessary information is entered in the internal system.

 Prepares required real estate disclosure forms and ensures that all documents are returned fully executed prior to the closing of an escrow.

 Coordinates the repair negotiations and follows through until agreed repairs (if any) are completed.

 Orders city required inspections/reports (if applicable)

 Daily/weekly follow up with lenders regarding status of loan and appraisals.

 Ensures that all terms of the contract are followed through for a successful closing.

 Verifies that all files are complete at the close of escrow.

 Daily communication with agents, lenders, escrow companies, and property managers as needed via email or phone as it relates to each file. Requirements:

 Real Estate contract knowledge is a HUGE plus

 Ability to work in a very fast-paced environment and under strict deadlines

 Strong typing & computer skills (including Microsoft Word 2013)

 Ability to multitask and prioritize tasks according to importance

 Self-starter with strong initiative

 STRONG attention to detail

 Strong verbal and communication skills

 Data Entry skills Real Estate Assistant/Transaction Coordinator Overview

 Handles processing of all contracts through closing

 Coordinates earnest money deposits, home inspections, appraisals and other functions critical to the real estate closing

 Keeps the entire team updated on the progress of all contracts.

 Assists with client and vendor communications

 Delivers fiduciary services to clients from contract to close.

 Assists in administrative duties, to include copying, answering the phone, and sending and receiving faxes and emails as needed. Qualifications

 Moves quickly and understands technology's place in the business

 Written and oral communication fluency required.

 Knowledge and experience in real estate and B2C sales

 Passionate, enthusiastic and self-starting approach

 Strong, persistent, problem solving ability

 Past record of customer service and administrative expertise

 Commit fully to achieving and exceeding significant daily, weekly and monthly goals

 Ability to communicate effectively (oral and written)

 Strong interpersonal skills

 Extremely strong phone skills

 Ability to use or quickly learn the Multiple Listing Service (MLS), SureClose, Google Products (including Drive) and more

 Be a team player who thrives working with a tight knit company where their activities directly affect the bottom line Compensation Salary + Profit Share + Referral /Bonus Opportunities

Real Estate Assistant/Transaction Coordinator Are you enthusiastic with a “CAN DO” attitude and 2+ years of Real Estate industry experience? Are you a team player with a pro-active approach to providing team support and driven by efficiency? If this describes you, we have a great opportunity for you as a Transaction Coordinator / Real Estate Assistant with Palm Beach Premier Real Estate.

As Transaction Coordinator / Real Estate Assistant, you will oversee and manage the whole listing to closing process (including documentation, deadlines, communication with sellers and the agent community). This is where your high attention to detail and your commitment to EXTRAORDINARY customer service skills come in to play.

REQUIRED SKILLS, KNOWLEDGE AND ATTRIBUTES:

 Active Florida Real Estate License or willing to become licensed within 90 days (company sponsored).

 Minimum of 2 years’ experience with thorough understanding of entire Real Estate sales cycle.

 Must have the ability to stay on top of schedule and variety of details that go into making sure each transaction closes successfully and on-time.

 Above and beyond commitment to providing excellent customer service.

 Excellent organizational skills that withstand a fast paced office.

 Ability to be pro-active, problem solve and manage projects to completion.

 Confidence and business maturity; understand the importance of communication and flexibility with all personality types, both with clients, team members and outside agents/vendors.

 Commitment to “close the loop” on tasks and follow up until the desired result is achieved.

Why come and work for us? We are growing fast and we're looking for "A" players to join our talented team. You will find a wonderful working environment with incredible culture that prides itself on adding value and making a difference everyday. We are a tightly knit team of “A” players that stop at nothing to find a better way by continuously seeking to be the best in everything that we do. Our company will challenge you to acquire more knowledge while providing opportunities as we grow. You will be held to the highest level of integrity and will be expected to work with a sense of urgency and a high standard of excellence. You will be part of something that matters, and most of all you will have fun because as steadfast as we are in changing our industry, we are equally committed to a strong culture that everyone wishes they had at work. Job Description What could you be, do or have if you sincerely LOVED what you do? We believe that you can have everything you want in life if you just help enough other people get what they want. You should love what you do or keep on moving. Your life should have meaning. We are looking for someone who is self-motivated, energetic, personable and and willing to take on any task at hand. From listing management, transaction coordination, marketing, administrative, office and personnel support. The ideal candidate will be positive, organized, detail-oriented, an excellent communicator, and function well in a supportive team environment. Additional Job Responsibilities Include:

 Assist in preparation of real estate contract documents and complete management of the transaction pipeline, including the preparation of all listings

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

 Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing

 Manage client database management program & system

 Oversee all aspects of the administration of our Team's business

 Vendor and client communication before, during and after transactions

 Development and implementation of marketing plans

 Data entry in CRM and other internal systems

 Complete management of contractual dates

 Familiarity with technology and willingness to learn the following: Dropbox, CTMeContracts, Google, Facebook, Twitter, LinkedIn, CRM Systems Ideal Candidates Have the Following:

 Looking for a secure, supporting role with a leading company in Colorado Springs

 Background in hard-copy and online marketing a plus

 Some website management/development proficiency a plus Requirements

 Strong background in a supporting role with highly driven team members

 Must be able to work well under pressure

 Willing to do what it takes to get the job done

 Excellent written and oral communication skills

 Professional appearance and presentation in-person, on the phone, and in writing

 Utmost attention to detail  Proficiency in MS Office – Word, Excel, PowerPoint, Publisher, Outlook

 Demonstrated patience and professionalism when interacting with both internal and external customers

 Reliable car, driver’s license and current insurance