Responsibilities
For full list, see the Administrative Assistant Position Duties List.
Schedule
Every Afternoon 12:00-12:30
Send message to all agents reminding them to complete their Daily Check In.
Check email for must-do’s and act or prioritize, add to Monday to-do list and delegate if appropriate.
Every Afternoon 12:30 - 12:45
Join virtual check-in with other agents to discuss current pipeline.
Ask each agent whether they need help with anything.
Add to Monday.com to-do list when applicable.
Every Afternoon 12:45-1:15
Social media posts on various channels (Meta = Facebook and Instagram)
e.g., open houses, new listings, etc.
Search Monday.com for ‘2022 Brand Book’ for clarification on branding, team logos, colours, etc.
Use VistaCreate to create social media posts
Duplicate an existing template, drag to a ‘working’ tab to edit and finalize post
Every Afternoon 1:15-2:30
To-do list on Monday.com
Collect showing Feedback and add to Seller’s Intake Forms. If there is feedback missing, reach out to the showing agent via phone and/or email. Keep attemping to contact agent until feedback is received.
Every Afternoon 2:15-2:45
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.
Send an email to Sellers informing them of the open house feedback. Ensure to link their Intake sheet in the email.
Remove Open Houses from nickfundytus.ca
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 Matrix and Nickfundytus.ca
Make a Social Media Post advertising the Open House.
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 Wikiful
Thursdays
Check competition searches, Hit Counters, 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.
Fridays
Ensure all agents have both their Daily Check in and Weekly Check in completed prior to meeting.
Upload items of discussion to Level 10 board on Monday.com
Prep Level 10 Word Doc for meeting
Lead Level 10 Meeting
Following meeting, add To Do’s to appropriate agent’s Monday.com Board and prioritize checklists.