01/31/2020
We are seeking an energetic, positive and passionate Real Estate Executive Assistant (Exec) to join our team! The Exec is the Master of Systems, consistently seeking new, innovative, and efficient business processes that save time and money. The Exec relishes the opportunity to build, implement, and manage multiple systems, and is seen throughout the organization as the expert on efficiency and systems. The Exec is deeply committed to the ultimate vision of the lead agent and completing tasks with a high degree of quality. This person has the judgement to prioritize tasks and maintain focus on immediate priorities. This individual will exhibit drive and desire to influence while emphasizing the use of systems as a strategic tool for creating an advantage for the organization. The Exec is deeply committed to supporting the lead agent in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the team. As the success of the team grows duties of this position will fall to new hires as this individual will take on greater responsibilities. Future responsibilities will include hiring, training, and leading additional team members to ensure all tasks continue to be completed to high standards with maximum efficiency. The Exec will have an ability to show patience in finding a solution as accomplishing the objective is more important than using one specific process.
Responsibilities
• Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support
• Responsible for all financial systems, including maintaining the books, paying the bills, handling payroll, assuring the collection of commissions, maintaining the budget, and generating financial reports
• Create and maintain an operations manual that documents all systems and processes
• Be the first point of contact in handling customer inquiries
• Keep the team informed regarding any issues that need to be handled
• Responsible for hiring, training, and holding accountable all additional administrative team members
Daily Responsibilities
• Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing
• Monitoring all financial statements
• Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings, etc
• Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities
• Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation
• Coordinate showings & obtain feedback
• Provide proactive weekly feedback to sellers regarding all showings and marketing activities
• Coordinate all public open houses and broker open houses
• Input all listing information into MLS and marketing websites and update as needed
• Submit all necessary documentation to office broker for file compliance
• Input all necessary information into client database and transaction management systems
• Coordinate title/escrow, mortgage loan and appraisal processes
• Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs
• Regularly update & maintain communication with clients, agents, title officer, lender, etc.
• Coordinate moving/possession schedules
• Schedule, coordinate & attend closing process
• Input all client information into client database system
• Schedule client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals
• Leading other staff
Key Strengths
• Strong written and verbal communication skills
• Exceptional organizational and project management abilities
• Strong Bookkeeping skills
• Great ability to focus and work at a fast pace
• Ability to remain calm under deadlines
• Attention to detail
• Ability to self-train computer/technical skills
• Service driven attitude
• Good customer service skills
• Able to build and lead a team
• Willing to master scripts/objection handlers
Qualifications
• 18+ years old
• Strong organization skills
• Ability to prioritize and quickly manage distractions
• Desire to learn Real Estate, Real Estate Investing, Business, and Leadership a must!
• Willingness to participate in professional development off hours
• Experience as an administrative assistant or other related fields desired
Benefits
• Membership in the Madison Real Estate Investors Association
• Ability to join other business/RE groups if desired
• Support for RE licensing
• Productivity coach availability
• Can attend Keller Williams classes/contract courses
