Executive Assistant - Real Estate

Innov8 Properties at Keller Williams Realty Downto... Denver, CO 2019-01-08
$500,000 a year


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.


  • 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


  • 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)


  • 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


  • 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)


  • 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


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


  • 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


  • 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


  • 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


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


  • 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


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


  • Denver, CO (Preferred)


  • Colorado Real Estate License (Preferred)


  • English (Required)

Work authorization:

  • United States (Required)

Contract Length:

  • 1 year

Contract Renewal:

  • Likely

Full Time Opportunity:

  • Yes
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