Real Estate Office Manager

4 weeks ago

Mission Viejo, United States Doherty Real Estate Group Full time
Job DescriptionJob DescriptionWe’re looking for a motivated real estate executive assistant to assist the principal broker and complete administrative tasks. Responsibilities include liaising between the managing broker and clientele, screening messages and notifying the broker of important information, and overseeing schedules and travel arrangements. You’ll also be responsible for organizing office records and customer data, ordering office equipment, and completing other administrative tasks as needed to support the team. Our ideal candidate can solve problems quickly and is highly detail-oriented. If you’re interested in a fast-paced job with lots of variety, apply todayCompensation:

$69,000 yearly

Responsibilities:
  • Make appointments and travel itineraries for broker
  • Manage the client database to keep information orderly and confidential
  • Function as the main point contact for the principal broker
  • Take notes and deliver messages from phone calls, emails, memos or reports to the broker
  • Adjust to the needs of the real estate office and execute other assistant duties when necessary

You will play a significant role in the success of the business and will take on this responsibility with a sense of ownership, commitment, honesty, and integrity. This includes providing a concierge level of customer support as the first point of contact in handling customer inquiries and complaints of all contracts through closing.

  • Keep the lead agent informed regarding challenges and issues that need to be handled
  • Provide an executive level of administrative support which includes but is not limited to: calendar management, phone, and email management, overseeing other staff members, “managing” the Lead Agent
  • Assist the Agent in lead generation and follow-up
  • Manage a high volume of leads and will help prioritize inbound sales inquiries
  • Support the agent in converting leads to appointments by managing their lead generation and follow-up time blocks
  • Assist in qualifying leads by discovering if they are ready, willing, and able to move forward with the buying and/or selling process and you will track the team’s Agents’ activities
  • Oversee all Listing Coordination including managing all marketing, listing paperwork, and assisting with drafting property descriptions for new properties
  • Manage all Internet marketing which includes updating the website, email blasts, and updating social media posts as needed
  • Coordination and scheduling of vendors for home inspections, staging, and preparing the property to show
  • Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support
  • Create and maintain an operation manual that documents all systems and standards, including video documentation, to be well organized and in the cloud
Qualifications:
  • High school diploma or G.E.D. required
  • Accustomed to navigating computer software such as Microsoft Office and MLS
  • Able to effectively communicate to clients and other team members in a timely manner
  • 2-3 years experience as an executive assistant or administrative assistant
  • Experience in the real estate industry preferred

Essential duties and responsibilities

  • System development, implementation, and management
  • Information management
  • Oversight of contracts through closing
  • Customer/vendor relations
  • Bookkeeping (A/R and A/P)

Communications/Interactions 

  • Lead Agent – daily
  • Agent Team – daily
  • Administrative Team (as appropriate to team structure) – daily
  • Buyers/Sellers/Vendors – as appropriate

Management Responsibilities 

  • All administrative team members
  • Partner Agent Accountability 

Knowledge/Skills 

  • Strong written and verbal communication skills
  • Exceptional organizational and project management abilities
  • Bookkeeping skills
  • Great ability to focus
  • Concerned about doing things the right way
  • Calm under pressure
  • Learning based 
  • Service-based attitude 
  • Proven ability to succeed
  • High school graduate
  • Bachelor’s degree preferred
  • Real estate license preferred
  • 1 – 3 years of service and management experience 
  • 3 – 5 years of administrative experience
About Company

Doherty Real Estate Group is a community-focused real estate firm dedicated to making a difference in Mission Viejo, CA, and surrounding areas. Our mission goes beyond real estate; we aim to support and uplift local businesses through our Small Business Spotlight section. By featuring local businesses, we hope to give them the traction they need for success, thereby fostering community growth and bringing more business opportunities to our region.

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