Job Description - Administrative Assistant {{ currentPage ? currentPage.title : "" }}


Duties are Based upon this chart.

For typical schedule of this position, click here.

  1. Listing Manager (Listing to Contract)  

  • LM1.1 Oversee all aspects of sellers transactions from initial contact to executed purchase agreement.

  • LM1.2 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 and etc.

  • LM1.3 Consult & coordinate with sellers all property photos, staging, pre-list inspection, status certificate, repairs, cleaning, signage, lockbox, access requirements & marketing activities.

  • LM1.4 Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.

  • LM1.5 Coordinate showings

  • LM1.6 Obtain feedback from showings on our listings

  • LM1.7 Provide proactive weekly feedback to sellers regarding all showings and marketing activities.

  • LM1.8 Coordinate all public open houses and broker open houses.

  • LM1.9 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.

  1.  Transaction Coordinator (Contract to Closing)

  • TC1.1 Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.

  • TC1.2 Weekly Market Reports for Buyers and Sellers

  • 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.

  • Submit all necessary documentation to office broker for file compliance.

  • Coordinate moving/possession schedules.

  • Schedule, coordinate & attend closing process.

  • Input all client information into client database system.

  • Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.

  1. Marketing Director

  • Manage client database management program & system.

  • Create & regularly prepare all buyer & seller consultation packages.

  • Coordinate the preparation of all listing & open house flyers, graphics, signage and all other marketing materials.

  • Manage & update agent website(s), blog(s) and online listings.

  • Regularly assist agent to manage & enhance agent’s social media presence.

  • Track & coordinate all inbound leads from websites, social media & other online sources.

  • Coordinate all client & vendor appreciation events.

  • Regularly obtain client testimonials for websites, social media & other marketing materials.

  • Coordinate & implement agent marketing videos & property videos on website(s), blog(s), social media and client database email campaigns.

  1. Administrative Manager

  • Oversee all aspects of the administration of the agent’s business.

  • Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.

  • Maintain all agent financial systems, profit & loss statement, bill payment, budget(s), bank accounts, and business credit card(s).

  • Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.

  • Create & update a business operations manual and all job descriptions/employment contracts for any future hires.

  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.

  • Hold agent(s) accountable for conducting all agreed upon lead generation activities.

  • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts & lead generation.

{{{ content }}}