Real Estate Executive Administrative Assistant

3 weeks ago

Winchester, United States Gayle Winters & Co. Team - Compass Full time

Join Our Team as an Exceptional Administrative Assistant

Are you an organizational guru with a passion for creativity and a drive to succeed? We're seeking a dynamic Administrative Assistant to join our team and become an integral part of our success story

Here's what we're looking for:

- Organization Expert: Your attention to detail is unmatched, and you thrive in maintaining order amidst chaos. From managing calendars to streamlining processes, you excel in keeping everything running smoothly.
- Creative Mindset: Bring your innovative ideas to the table We value creativity and fresh perspectives, and we want someone who isn't afraid to think outside the box to solve problems and enhance our workflow.
- Ambitious Attitude: Success is your middle name You're driven to achieve your goals and exceed expectations. Whether it's taking on new challenges or setting personal milestones, you're always aiming higher.

Why Join Us?
- Collaborative Environment: Work alongside a supportive team that values your input and encourages growth.
- Opportunity for Advancement: We believe in investing in our employees' futures. As you excel in your role, there will be ample opportunities for career development and advancement.
- Innovation at its Core: Be part of a team & company that embraces innovation and values creative thinking. Your ideas will be heard and valued as we work together to shape the future.

**Compensation**:
$70,000 + bonus

**Responsibilities**:

- Coordinate schedules to ensure optimal open houses and final walkthroughs, travel arrangements, and general appointments
- Participate in training sessions to improve skills with administrative tasks in the real estate industry
- Assist the real estate team in facilitating local events to foster connection to people in the neighborhood
- Complete paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possible
- Supervise production of all online marketing materials as well as brochures and flyers for events to professionally represent the real estate team
- Deliver concierge-level customer service to sellers, buyers, and lenders, to improve customer satisfaction ratings
- Achieve company objectives and regularly compile a progress report to present to the team
- Track important dates and time limits for transactions and notify relevant stakeholders as needed

**General Administrative Duties**
- ** Oversee** all aspects of the administration of the agent’s business
- Create and manage all **systems** for sellers, buyers, client database **management**, lead generation **tracking**, lead follow-up, and all office administration
- ** Coordinate** the purchasing of any office equipment, marketing materials, and any other business-related supplies and materials
- Create and **update** a business operations manual and all job descriptions/employment contracts for any future hires
- ** Manage** the hiring, training, and ongoing leadership of all future team members
- Hold agent(s) **accountable** for conducting all agreed-upon lead-generation activities
- ** Ensure** that all agent activities are limited to listing a property, showing property, negotiating contracts, and lead generation

**Active Client Management Duties**

**Prior to the firm sale**
- Run **all** aspects of seller and buyers’ transactions from initial contact to agreement
- ** Organize** all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profiles, research old multiple listing service (MLS) listings, etc.
- ** Coordinate** with sellers for all home photos, staging, repairs, cleaning, signage, lockbox, access requirements, and marketing activities
- ** Arrange** all documents for signatures on listing agreement, disclosures, and other needed documentation and **review** for **accuracy**:

- Submit all essential documentation to the office broker for file **compliance**:

- ** Organize** showings and obtain feedback
- ** Present** weekly updates to sellers regarding showings, marketing activities, and a market snapshot
- ** Organize** all public open houses
- Enter all listing **information** into MLS and websites
- ** Input** all necessary information into the client **relationship management** program and transaction **management systems**

**Post firm sale**
- ** Oversee** all aspects of buyer and seller transactions from purchase agreement to closing
- ** Coordinate** with mortgage agents and appraisers
- ** Schedule** home inspections and repairs
- Submit all documents to the office broker for file **compliance**:

- ** Schedule**, **coordinate,** and attend to closing-related issues
- Input all client information into the Compass client database system, including future addresses
- Schedule 30, 90, and 120-day client customer service follow-up calls to **assist** with any home improvement provider recommendations and to ask for referrals

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