Executive Assistant - Real Estate

Job Description: EXECUTIVE ASSISTANT/TRANSACTION COORDINATOR

Salary: $44,000 base with bonus potential to $60,000 +

Please submit Resume and Cover Letter.

Responsible for performing a variety of administrative and support duties to help the agent keep on track to increase business, improve profitability and develop life-long clients.

DAILY MUSTS:

• Receive agent’s daily schedule
• Handle all incoming phone calls, e-mails, and agent e-mails
• Fill out Daily Meeting form at the end of the day
• Communicate with agent
• Go through each active file folder

DUTIES:

• Handle all incoming phone calls and e-mails
• Return all phone calls in a timely manner
• Prepare all packages Pre-list, Listing and File folders
• Maintain all files in a neat and orderly fashion
• Send out any pre-list/FSBO packages
• Monitor and follow up on all sales/escrows/closing files with ________________
• Maintain business supply inventory
• Monitor website
• Handle all checking accounts, deposits and reconciliations
• Enter information in Quick books
• Keep track of mileage
• Send out Farm mailings quarterly and Holiday Cards
• Send follow up letters to all clients
• Post new listings on office board
• Monitor weekly, monthly and yearly goals
• Update and maintain all clients’ records in the database
• Responsible for all data entry and reports
• Manage all incoming and outgoing correspondence
• Ask personal people farm for referrals for the agent
• Maintain and improve Office Policy and Procedure Manual
• Run errands: office products, bank, post office, signs (if needed)

PRE-LISTING CLIENTS:

• Deliver or send Pre-Listing Package
• Call seller to confirm date / time of appointment
• Prepare a New Client File
• Work with ___________ on examples of:
• Property brochure
• Just sold post cards
• Prepare CMA’s
• Order property profiles from Title Company
• Obtain property tax assessor information sheet
• Prepare the listing folder
• Fill out and input MLS Input sheet
• Order 200 Just Listed names of neighbors if applicable from the title company
• Prepare map and directions to property

LISTING CLIENTS:

• Prepare a New Client File
• Enter all client information in database
• Monitor and follow up on all listings
• Maintain Communication Log
• Make appointment to take pictures and virtual tour
• Submit proper information and photos to MLS
• Post photos and text to all websites
• Order “For Sale” & “text” sign, and “Sold” rider
• Email MLS print out to seller
• Email new listing to top 25 agents
• Work with ___ on:
• Property brochure
• Just sold post cards
• Order brochures
• Send “thank you” letter to seller
• Obtain keys, make extra keys
• Install lockbox with key
• Make sure sign is ready and placed
• Put up brochure box with Flyers
• Monitor that client has enough Flyers
• Send “Just Listed” letter
• Update white board
• Coordinate showings of property:
• Maintain Showing Log
• Ensure agent informed re: price reductions, upgrades, improvements, other selling features
• Inform agent of any special showing instructions from the seller
• Follow up with the agent to obtain buyer’s feedback
• Call seller to provide feedback regarding showing
• Include showing feedback in seller’s weekly marketing update
• Coordinate open houses of property:
• Coordinate date/time with seller and buyer agents
• Ensure buyer agent receives all info regarding selling features of the home
• Follow up with agent after the open house to obtain feedback about traffic, comments
• Call seller to provide feedback regarding open house
• Include open house feedback in seller’s weekly marketing update
• Negotiate price reductions (licensed asst only)

UPON RECEIPT OF OFFER: Licensed Asst Only

• Present offer to client:
• Negotiate on behalf of client’s best interest
• Ensure client understands contract including deadlines and costs
• Obtain estimated settlement sheet from closing office
• Submit paperwork:
• Send full contract to lender and title company immediately
• Send accepted contract, client, lender and title company information to closing office
• Update white board and CRM database with transaction information and deadlines
• Coordinate inspection:
• Prepare buyer/seller on what to expect from a thorough inspection
• Request inspection (when representing buyer)
• Coordinate schedule for inspection (when representing seller)
• Review results of inspection with buyer/seller
• Call other agent and negotiate for items to be repaired as applicable (when representing buyer)
• Negotiate with other agent on any objections from inspection (when representing seller)
• Coordinate appraisal:
• Ensure lender has ordered appraisal when inspection objections are finalized
• Notify and brief all parties when appraisal complete
• Follow contract deadlines:
• Ensure Seller’s Disclosures are sent, reviewed, and signed by deadline
• Ensure inspection items are handled and agreed to in writing by deadline
• Follow up with lender on completion of appraisal by deadline
• Monitor loan completion:
• Contact other agent or lender for frequent loan status updates
• Update client on loan status and any possible changes in the settlement deadline and negotiate extensions when needed
• Ensure documents will be ready by settlement deadline

AFTER RECEIPT OF OFFER:

• Put up “Sold” or “Pending” Sign
• Collect Property brochures
• Prepare Closing File

PREPARING FOR CLOSING:

• Schedule closing with client
• Ensure client has address/directions to the closing office
• Inform client of proper identification and documentation to bring to closing
• Notify other agent of scheduled closing time
• Send estimated closing costs to client and ensure all information is accurate
• Prepare closing packet for client:
• Provide copies of all documents from the transaction
• Provide utility company information with phone numbers
• Call and inform client when transaction funds and records
• Coordinate transferring keys to new home owner

AFTER CLOSING:

• Report Sold to MLS
• Remove lockbox and “Sold” Sign
• Change website to Sold
• Send “Just Sold” cards
• Send gift and “thank you for working with our team” letter
• Send “thank you” letter to other agent
• Create “other agent database”
• Send “thank you” letter to lender
• Put in Anniversary File
• Send Client Survey, follow up until received
• Convert File to Sold File
• Call Just Sold
• Remove from other websites
• Dated Jan 20, 20_ _ Closing Letter and Statement for Buyer and Seller
• Update sold records in Pre-List Package
• Update database with forwarding address

BUYER CLIENTS:

• Prepare a New Client File
• Enter all client information in database
• Pull up houses in MLS
• Prepare showing route if applicable
• Schedule showing appointments
• Make copies for clients/ Agent
• Make any follow-up calls
• Call clients and introduce procedures/what to expect
• Monitors and follow up on closing files with ___
• Maintain Communication Log
• Send “Congratulation” Letter to buyer
• Attend Closings
• Send gift and “thank you for working with our team” letter to buyer
• Send Client Survey, follow up until received

MANDATORY APPLICATIONS:

• MS Office (Word, Excel, Outlook)
• MLS Systems
• QuickBooks
• Database

NECESSARY SKILLS & ATTRIBUTES:

• Excellent time management skills
• Detail oriented
• Good communication skills
• Team player
• Treats all clients and team members with respect
• Positive attitude and friendly demeanor
• Highly organized

Job Type: Contract

Salary: $44,000.00 to $60,000.00 /year

Experience:

• Real Estate: 1 year (Preferred)
• administrative assistant: 1 year (Preferred)

Location:

• Denver, CO (Preferred)

License:

• Colorado Real Estate License (Preferred)

Language:

• English (Required)

Work authorization:

• United States (Required)

Contract Length:

• 1 year

Contract Renewal:

• Likely

Full Time Opportunity:

• Yes