Job: Real Estate Administrative Assistant
Seeking top-quality professional to support the brokerage and the broker’s client business. This person will assume a great deal of responsibility, and will interact with clients, agents and business partners. It is critical that this individual not only has the skills to do the job, but also the innate personal qualities to be a successful part of the team and help grow the business.
Qualities and Traits
Ethical
Polished
Professional
Energetic
Detail oriented
Reliable
Trustworthy
Self-starter
Can follow directions, and able to work independently
Can-do attitude
Flexible
Ability to handle difficult situations
Likes to learn/teachable; wants to grow
Willing to take on new tasks
Punctual
Able to maintain confidentiality
Team player/blends with our culture
Requirements/Necessary Skills
High School Diploma required; some college preferred (degree beneficial)
Communication skills - written and oral; excellent grammar skills
Organizational and time management skills
People skills - gets along well with others; calm under pressure
Administrative or other professional experience is desired
Real-estate background beneficial (or at least if applicant has purchased a home previously)
Real estate license is required; if applicant is not currently licensed, applicant is expected to become licensed within first 3 to 6 months at Broker’s expense (not intended to actively sell/produce; some assistant tasks require an active license)
Reliable vehicle - will be asked to do errands and attend some appointments
Computer/Software/Technical Skills:
Mac knowledge
Google Suite of Products
Microsoft Office Products (Word, Excel)
QuickBooks experience a plus
Will learn agent software (MLS, Dotloop, database, Sweet Assist, Canva)
Duties and Responsibilities
General office support and agent support - most tasks will be strictly business for either the brokerage or broker’s agent/client needs, and on occasion some will be personal tasks for the broker.
Able to handle larger projects as well as smaller tasks.
Able to take direction and work both collaboratively, but also an independent thinker.
Accept responsibility for outcomes/results – not just tasks.
May be asked to work an occasional evening or weekend.
Adhere to LR values, mission and OREC rules and regulations.
Work will be done primarily in the office, and as directed/needed at other locations; this is not a work from home position.
Agent level
Client care (BDs, House Anniversaries & general spoiling of clients and referral partners)
Database management
Marketing - social media, mail outs, farming, electronic, pop bys, etc.
Deliveries - client gifts, signs/lock box/welcome home sign installation and removal
Errands - purchases, banking, etc. (use personal vehicle; mileage reimbursed unless claiming mileage)
Attend some appointments (will depend on experience level and licensing, but could include appointments such as appraisals, inspections, closings and other client appointments)
Collaborate with Compliance Officer/Transaction Coordinator
Filing - both physical and electronic
Assisting agent with Google calendar and scheduling appointments
Event planning and execution (client events such as Thanksgiving pie party, movie theater booking, etc.)
Copying, handling mail and deliveries
Assembling buyer and seller packets, assisting with prep for buyer/seller appointments
Agent website - monitor/coordinate updates with website manager
Market research as needed
Other duties as assigned
Brokerage level/Office Support
Office management - copier, supplies (including hospitality) and other purchasing
Maintaining brokerage Google calendars
Marketing & social media
Meeting and event planning assistance
Receptionist duties - greeting guests, handling phone calls
Develop systems and processes, including continued development of office procedure manual
Supporting agents as needed - this task will evolve
Management of brokerage documents/maintaining Google Drive
Assist with agent on-boarding process (key check out, name badge, email, copier, etc.)
Tracking/monitoring licensing/CE for all agents
Light bookkeeping duties - working with bookkeeper/accountant, uploading receipts to Quickbooks; managing some bill payment and expense management
Brokerage website - monitor/coordinate updates with website manager
Manage sign sales/check out system with agents
Assist with planning and details of team meetings (agenda, refreshments, Slack reminders)
Assist with planning of educational and career enhancement activities (inviting guests, etc.)
Manage agent dues and fees collection
Create affiliate/vendor directory
Responsible for making sure broker celebrates agent BDs and anniversaries for each agent
Light office cleaning (and coordination of regular cleaning service)
Other Assistance:
An effective and valuable assistant will always be involved in some aspects of the principal’s personal life. Simple tasks that help the principal navigate a busy life are of tremendous value to any business and can make the difference between a good assistant and a GREAT assistant. These are some of those kinds of tasks:
Assisting with calendar and scheduling appointments
Schedule meals and outings clients and referral partners, as well as friends and family
Arranging travel as needed
Assist with administrative work related to other entities in which the broker is involved
Assisting with gifts, purchases and correspondence
Personal errands/deliveries
Minor auto maintenance (car wash, gas)
Compensation – commensurate with education, experience and qualifications:
$15+ per hour - commensurate with education, experience and qualifications
Part-time to start, M-F, 1:00-5:00 pm preferred.
Healthcare benefits not provided
Potential bonus for referring new clients that turn into commissions (licensed assistant only)
Annual review and potential increases depending upon success of the business
REFERENCES from past employers required; three minimum desired. Please provide:
Company Name
Contact Person Name
Contact Person Position
Email
Phone