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Real Estate Operations Manager

2 months ago

Newport Beach, United States Coastal Real Estate Full time
Description

Coastal Real Estate is a successful real estate agent with a growing team. This busy team is looking for a talented Client Care Manager to take a leading role in managing their transactions from Listing Appointments to Close of Escrow. The team prides themselves on upholding their core values of Excellence, Integrity, Commitment, Collaboration, Transparency, Innovation and Vision and they are looking for someone who shares those values.

Our ideal candidate will be expected to "own" this job and "take the reins." Your responsibilities will play an important role in clearing away distractions so that your team can focus on generating new business and closing sales. This is a diverse, hands-on role and you will be expected to be a dedicated team player. We are looking for a difference-maker who wants to play an integral role in supporting the business.

We are looking for a career Listing & Transaction Manager with prior experience in a similar role. Applicants looking for a position as a stepping-stone into sales, this is not the job for you.

Ideal Candidate:

This is not an entry-level position. You have at least 2+ years of experience preferably managing a Real Estate office, and/or you have provided executive-level administrative support to a Realtor. Ideally, you are well-versed in the real estate transaction process having experience managing real estate contracts from Contract to Close. You are highly motivated, smart, ambitious and are a good fit for their culture. A CA real estate license is required.

You have exceptional organizational and project management skills. You are able to balance multiple projects, priorities and tasks efficiently all while staying focused and keeping a smile on your face. You operate with a high level of professionalism and present yourself as such. You are articulate, with superior communication skills, in both written and verbal form. You are highly energetic with a great sense of humor.

You take a proactive approach to figuring things out on your own and you like challenges. You are a self-starter and take great pride in your work. You know how to hold all team members accountable for production and results and therefore you hold yourself to the highest level of accountability. You are able to work under limited supervision, taking the initiative when necessary. You will take on your job duties with a sense of ownership, confidentiality, commitment, honesty, loyalty, and integrity.

Candidate MUST live within a 20-minute commute of Newport Beach, CA and MUST have their own car, a valid driver's license, and carry auto insurance.

Responsibilities

Listing Management:
•Oversee all aspects of Seller transactions from initial contact to the executed purchase agreement.
•Prepare all pre-listing materials: Listing presentation folder consisting of Listing Agreement, Realist property profile, floor plans, tax info, tract history, comparative market analysis, research prior MLS info, etc.
•Obtain all signatures on the listing agreement and other documentation.
•Submit all required documentation to the office broker for file compliance.
•Input all necessary information into the client database and transaction management systems.
•Consult and coordinate with Sellers regarding signage, lockbox placement, access requirements, and pre-marketing activities such as staging consult, repairs, renovations (coordinate/negotiate paint, carpet, landscaping, etc. if needed}, cleaning (carpet, windows, home), and property photography.
•Prepare Seller disclosures and meet with them in person to complete and sign.
•Delegate and oversee tasks to Team Assistant/Runner, such as (but not limited to} lockbox placement, key copies, for sale signs, flyer holders, bootie baskets, open house presentation including putting out/taking down open house signs, set up/clean up and tablet stands at open houses, sold signs, and retrieval of all inventory upon close.
•Input all listing information and photos into MLS and marketing websites, and update as needed.
•Coordinate showings, open houses, broker open houses and obtain feedback.
•Provide proactive weekly feedback to sellers regarding all showings and marketing activities.

Transaction Coordination:
•Oversee all aspects of Seller Buyer transactions from executed Listing or Purchase Agreement to Close of Escrow.
•Coordinate title/escrow, mortgage loan and appraisal processes.
•Meet clients to review, sign, and complete disclosures.
•Coordinate inspections and meet inspectors/vendors as necessary.
•Prepare appraisal folder.
•Assist in negotiations regarding repairs, and coordinate completion of repairs, and final walk-through.
•Regularly update and maintain communication with clients, agents, escrow, lender, TC, etc.
•Submit all necessary documentation to the office broker for file compliance (or delegate and oversee that TC is completing appropriate tasks).
•Coordinate moving/possession schedules, and arrange for delivery of keys and pick up of signs, lockboxes, etc.
•Coordinate/deliver closing gifts.
•Email and follow up for Google, Facebook, and/or Zillow Reviews.
•Input and/or update all client information into the client database system.
•Schedule 30-day, 90-day, and 120-day client customer service follow-up calls to assist with any home improvement provider recommendations and to ask for referrals.

Administration and Team Management:
•Coordinate and assist with all Team events.
•Prepare agendas for team meetings, and track and manage projects and tasks for the team.
•Manage and delegate tasks to Team Assistant/Runner, training as necessary.
•Manage and delegate tasks to the Transaction Coordinator, training as necessary.
•Maintain and organize accounts payable and receivable, negotiating and processing payments to vendors such as stagers, photographers, flyer drop, etc.
•Work closely with the team bookkeeper to reconcile credit card statements, obtain monthly expense reports from employees, and charge expenses to correct accounts.
•Assist Team Leader in reviewing monthly Budget and Profit Loss statements to manage team expenses and maximize profitability.
•Bank deposits as needed.
•Track office inventory and Employee property.
•Coordinate/manage Employee schedules.
•Manage email, deleting, prioritizing and responding as applicable; forwarding leads to team members, notifying team leader of urgent requests, and fielding and scheduling appointments.
•Answering and responding to the team leader's forwarded calls during appointments or days off.
•General administrative support for the team as needed.

Key Software Proficiency:
•Zipforms
•Microsoft Office (Word, Excel, Powerpoint), G-Suites Google Docs Able to quickly learn and master industry-specific software and apps such as Follow Up Boss (CRM), Asana (Project Management Software), Spacio (Open House App), Canva, CTE (Tracking Measuring Software), Ylopo, Quickbooks (Accounting), etc.

Qualifications

•Well-versed in navigating computer software, especially Canva, Google Business Apps, MLS, Project Management Software, and CRM
•A valid Real Estate License is required for this job
•Excellent communication skills and organizational skills
•Used to handling private information and meeting hard deadlines