Responsibilities
For full list, see the Administrative Assistant Position Duties List.
Schedule
Every Morning 10:00-10:30
Check email for must-do’s and act or prioritize, add to Google Task to-do list and delegate if appropriate.
Every Morning 10:30-11:00
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 11:00-12:30
To-do list on Google Tasks.
Every Afternoon before leaving 12:30-1:00
Create schedule and to-do list on Google Tasks 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
Inform Hannah of which Open Houses are being held and by whom. Ask her to create a Social Media Post advertising the Open House(s).
Audit: Internal Buyer Process Checklist
***Monthly*** Review Internal Checklist Assessment Rubric with Buyer Agents (Chelsea, Karim, and Tay).
Schedule this meeting for the last week of every month.
Score the agent on their ability to complete the internal checklists as well as how proactive they are with the checklist items, or if they need continuous reminding.
If the team member is continuously not performing to expectations, address the “why” and “how can we help” questions.
Wednesdays
Confirm that agents have put up open house toppers.
Update all FUB files for the closings of the week.
Ensure main client and spouse birthday have been added to the custom field on FUB
Upload ID’s to FUB
Ensure all documents are in Nexone and are complete/correct.
Ensure address has been updated under the main contact on FUB
Ensure closing date has been added under custom field on FUB.
Add “20XX'“ tag to FUB file for year of closing.
Ensure Monday.com Scorecard is up to date.
Clean up of Invoice Board and Closing Gift Board
Ensure all invoices are uploaded and filled out completely and correctly on Monday.com.
Upload any applicable invoices to DEXT.
Update Closing Gift Board with any firm deals that have not been added yet.
Audit: Internal Seller Process Checklist
***Monthly*** Review Internal Checklist Assessment Rubric with Listing Agents and Marketing (Nick and Hannah).
Schedule this meeting for the last week of every month.
Score the agent on their ability to complete the internal checklists as well as how proactive they are with the checklist, or if they need continuous reminding.
If the team member is continuously not performing to expectations, address the “why” and “how can we help” questions.
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.
Fridays
L10 Meeting
Update Ops/Finance measurables prior to meeting.
Review spreadsheet and calculate total percentage of reviews received in comparison to closings for the year.
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 referrals in the Google Space, along with 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. We want to reward the action of thinking of us.
Prepare the Thank You card with a handwritten message (DO NOT MENTION WORD “REFERRAL”) 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.
Message in the card: Thank you for thinking of us! Your trust and confidence in our Team means a lot. Best regards, Team Nick Fundytus ”.
Add a note on the client’s FUB file stating that the referral gift card has been sent out.
Give the card(s) to the front desk to be mailed out.
Home Anniversary Cards
Find the Smart List for Home Anniversaries on FUB
Filter to determine the 1-year anniversary’s for this week (go back 1-year).
A home anniversary card and a Starbucks gift card gets sent to our clients on their 1-year anniversary.
Prepare the card and add the Starbucks giftcard 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 card has been sent out.
Give the cards to the front desk to be mailed out.
Client Birthday Cards
Find the Smart List for Client Birthdays on FUB (there is a list for the main contact and one for the spouse).
A Birthday card and a $5 scratch ticket gets sent out to our VIP clients the week prior to their birthday.
Prepare the card and add the scratch ticket 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 card has been sent out.
Give the cards to the front desk to be mailed out.
***Monthly***: Thank You Cards to Lenders and Lawyers
Send a Thank You card to any Lenders and Lawyers that were involved in closings for the last month.
Only one card per Lawyer/Lender (possible that they were involved with multiple closings that month).
Lender and Lawyer information can be found on the clients FUB file.
Note when the cards have been sent on the clients FUB file + check it off in the internal checklist.
Your Thank you card can read something along the lines of: “We’re so thankful for your help in closing (clients name) purchase/sale this month. We truly appreciate your professionalism, responsiveness, and care throughout the transaction. It’s always a pleasure working with you!”