Administrative Assistant

Full Job Description

Independently performs a wide variety of complex clerical and administrative duties including typing materials of a confidential nature, such as contracts, leases, amendments, and other agreements. Assists with the management of transactions from contract to close through utilization of file systems and various online programs. Manage all listings through point of contract. Maintain constant communication with clients, agents, team members, title companies, lenders and all other parties related to transaction. Coordinate and schedule appointments for buyers/sellers regarding inspections, appraisals, walk-through, repairs, photo shoots, Zoom meetings/seminars and for any other necessary purpose. Performs basic clerical tasks, troubleshoots problems, maintains databases and records.

Job Responsibilities

Answer, screen, and return phone calls in a professional manner using VoIP or other remote communication tools.

Prepare and post real estate listings on various online platforms and the MLS database, ensuring accuracy and compliance.

Create and manage marketing materials for property listings, including digital content for social media and email campaigns.

Update and manage property listings in the MLS database and other listing platforms, ensuring all information is current and accurate.

Assist in preparing real estate contracts and proposals using digital tools and platforms.

Review contracts for completion and accuracy, ensuring all required information and signatures are present.

Provide contract-to-close services for the sales team, coordinating all necessary steps from contract signing to closing.

Manage transactions in BackAgent or similar transaction management software, ensuring all documents are completed and deadlines are met.

Provide email updates on contract status to all parties involved, maintaining clear and consistent communication.

Manage Contact Management System(s) (CMS), ensuring all lead information and statuses are up-to-date.

Monitor the Contact Management System(s) for new and working leads, ensuring agents are performing proper lead follow-up.

Attend virtual training sessions, teleconference calls, and meetings as deemed necessary by the company.

Keep a daily log of all activities and provide an End-of-Day (EOD) report summarizing completed tasks and progress.

Manage online reputation by soliciting reviews and feedback from clients via email or other digital communication channels.

Send out post-closing transaction surveys to sales team members and clients.

Schedule appointments and manage the office calendar using scheduling tools to coordinate team availability and client meetings.

Coordinate property showings by arranging schedules with clients and agents and collecting feedback digitally.

Assist with closing procedures, including digital signature verification through platforms like Dotloop.

Coordinate Open Houses, including scheduling, preparing digital marketing materials, and managing attendee feedback.

Prepare net sheets and assist in presenting offers to sellers remotely, using digital tools to communicate and review.

Source phone numbers and create lead calling lists for agents to enhance lead generation efforts.

Perform market research as needed, using online tools and databases to gather relevant information.

Perform additional administrative tasks, such as online research, light bookkeeping, and data entry, as requested.

Build and maintain relationships with clients, approaching them with respect and professionalism, and proactively asking questions to understand their needs and how we can help them succeed.

Job Requirements

Must be available on Zoom for daily check-ins and communication during work hours. Must be able to work a schedule within the hours of 7:00 AM to 7:00 PM Central Time, actual hours will be selected by the candidate.

Skills Required

• Customer Support - Intermediate
• Admin Support - Intermediate
• Data Entry - Intermediate
• Customer Service - Intermediate
• Real Estate Sevices - Beginner

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