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Real Estate Assistant

3 months ago

Saint George, United States Summit Sothebys International Realty Full time
Job DescriptionJob DescriptionSalary: DOE

Summit Sotheby’s International Realty in Saint George, UT is seeking a highly organized, self-motivated, and detail-oriented individual to join one of our local Southern Utah Real Estate Teams. In this key role, you will play a crucial part in supporting real estate agents in various data entry, administrative, and strategic tasks.  The Executive Assistant proactively anticipates needs to support a variety of administrative functions in a time-sensitive, accurate, and confidential nature using discretion and professionalism. Please note that this job requires an in-office person, 30 to 40 hours a week, who is able to handle a fast-paced environment and be self-sufficient.

 

Responsibilities:

  1. Communication
    1. Act as right-hand confidant to the team leader. This includes proficiently managing inbound/outbound calls, texts, and emails with clients, Realtors, and vendors.
    2. Coordinate and schedule meetings, calls, and appointments with internal and external stakeholders.
    3. Maintain confidentiality and handle sensitive information with discretion and professionalism.
    4. Assist with other tasks not listed that may be given by the lead agent and team members.

 

  1. Problem Solving 
    1. Proactively identify and address challenges and offer solutions to enhance workflow efficiency.
    2. Continuously review operational processes to identify and execute better cost savings solutions that improve client, agents, and the team experience.
    3. Review, identify, and implement workflow task efficiencies to better assist all stakeholders.

 

  1. Documentation 
    1. Prepare, proofread, and edit documents, presentations, and reports to ensure accuracy and consistency.
    2. Manage and improve client and agent email templates and overall communications.
    3. Manage and execute office workflow tasks to ensure high level of customer service

 

  1. Information Management
    1. Maintain confidentiality and handle sensitive information with discretion, managing files and records in an organized manner.
    2. Provide comprehensive administrative support, including document management and preparation using office software (including, but not limited to, Microsoft Office, Monday.com, Canva.com, Google Suites, various Customer Relationships Management Systems (CRM), and other data entry programs).

 

  1. Client and stakeholder support
    1. Assist in various projects and initiatives by providing administrative support, research, and coordination.
    2. Assist in managing daily tasks and priorities to ensure deadlines are met promptly.
    3. Efficiently manage executive calendars, ensuring all appointments and meetings are organized and optimized.

 

 

Experience:

  1. Real Estate: Previous experience in real estate administration is desirable, but a willingness to learn and adapt is most important.
  2. Customer service experience: Experience working in a client-facing work environment preferred.
  3. Administration: Proficiency in reviewing, responding, and appropriately redirecting all office communication via in-person, phone, email, and text.
  4. Project Management: Demonstrated experience in project management, including organizing and overseeing projects from inception to completion.
  5. Organization and Proficiency: Proven work history of working independently in a fast pace environment and dealing with multiple time-sensitive overlapping tasks that required continuous prioritizing, workflow management, and successful execution.
  6. Office Management: Demonstrated ability to complete office tasks such as working within software programs, data entry, client files, vendor management, and other duties as assigned.

 

Qualifications:

  1. Proven experience as an executive assistant or in a similar role.
  2. Exceptional organizational and time management skills.
  3. Proficiency, or with the ability to quickly learn and become well versed, with software such as Microsoft Office, Monday.com, Canva.com, Google Suites, various Customer Relationships Management Systems (CRM), and other data entry programs to efficiently use these tools for data management and reporting.
  4. Strong written and verbal communication skills.
  5. The ability to work well under time constraints and maintain a high level of confidentiality with communications and information.
  6. Ability to prioritize tasks and work independently.
  7. High level of professionalism and integrity.

 

Benefits

  1. Offers an excellent benefits package including bonus opportunities, paid holidays, and Paid Time Off.
  2. Position requires 30 to 40 hours in-office to be worked during the workweek (Monday through Friday) between 8:30am - 5:00pm.
  3. Salary range based on experience.
  4. Available immediately.

 

If you possess a proactive mindset, along with outstanding organizational and communication skills, and have a background as an executive or administrative assistant, we encourage you to apply for this opportunity. Come be a part of our collaborative environment, where your abilities will not only make a substantial impact but also pave the way for professional growth in our expanding company.