Responsibilities
For full list, see the Administrative Assistant Position Duties List.
Schedule
Every Morning 9:00-9:30
Remind agents to complete their Daily check-ins and Weekly check-ins on Fridays.
Check email for must-do’s and act or prioritize, add to Monday to-do list and delegate if appropriate.
Every Morning 9:30-10:00
Provide Showing Feedback
Open Showingtime, publish any available feedback to our Seller’s
Call/email any agent’s who have yet to provide feedback. Keep attempting to contact agent until feedback is received.
Add all feedback to Seller’s Intake Sheet
Every Morning 10:00-11:00
To-do list on Monday.com
Every Morning 11:00-12:00
Update checklists in any:
Buyer deals that are actively looking through to closed.
Seller deals/listings that are in preparation through to closed.
Every Afternoon before leaving
Create schedule and to-do list on Monday.com for following day.
Message Nick on Google Chat to inform him of what was completed that day and plan for day ahead.
Mondays
Collect feedback from the weekend’s open houses from our agents using Google Spaces.
Add Open House Feedback to Seller client’s intake form.
Remove Open Houses from Nickfundytus.ca and input ‘None Scheduled’.
Send an email to Sellers informing them of the open house feedback. Ensure to link their Intake sheet in the email.
**Monthly** update Fundytus Inc. financial spreadsheet using Quickbooks.
Tuesdays
Open houses
Decide upon open houses for the upcoming weekend.
Confirm open houses with Seller clients.
Assign agents to put up open house toppers
Add Open House date and Time to MLS and Nickfundytus.ca
Ask Hannah to create a Social Media Post advertising the Open House.
Inform Hannah of where Open Houses are being held, the dates and times.
Wednesdays
Confirm that agents have put up open house toppers.
Go through current listings on NEXONE to ensure all files are proper and have all applicable documents.
** bi-weekly ** clean up of Invoice Board, Closing Gift Board, and FUB deals board.
Thursdays
Weekly Market Watch Reports for Seller and Landlord Clients
Check competition searches, ListTrac, and Realtor.ca listing insights for all of our active listings, and update the client’s market watch tab in their intake form.
Send emails using ‘Weekly Market Report’ Template on FUB to all Sellers with a Bombbomb video going over the statistics of their listing from the week.
Complete Weekly Check-in for Ops/Finance and Admin
Fridays
L10 Meeting
Ensure all agents have both their Daily Check in and Weekly Check’s in completed prior to meeting.
Update Ops/Finance measurables prior to meeting.
Review spreadsheet and calculate total percentage of reviews received in comparison to closings.
Review Fundytus Inc. finances and insert YTD net profit (%) and Non-listing Spend (total)
Lead the Meeting and ensure all agent’s and team members stay on track. Add To Do’s to Team Members lists where applicable.
Referral Gift Cards
Ensure all agents have inputted their referral numbers and the full name of the individual who sent the referral.
A ‘Thank You’ card and a Starbucks gift card gets sent to every individual who gave our team a referral.
Prepare the Thank You card with a handwritten message and add the Starbucks gift card to the envelope. Address the envelope to the client. Ensure our return address and a stamp has been placed on the envelope as well.
Add a note on the clients FUB file stating that the referral gift card has been sent out.
Give the cards to the front desk to be mailed out.