Listing Agent Administrative Assistant with Experience in Lofty CRM and Open to Close software platforms preferred

We are looking for an analytical, detail-oriented, and extremely organized Administrative Assistant who is also a fast learner and proficient with technology, particularly in Lofty CRM and Open to Close software platforms. This full-time role will play a vital part in supporting our listing agents and contributing to the success of our real estate operations. Experience as a real estate administrative assistant is essential, along with a proactive approach to direct communication in a fast-paced environment and a strong ability to meet deadlines. The successful candidate will be a self-starter, eager to jump right in and adapt quickly to new challenges.

This is a full-time role and availability to work between the hours of 8:00am – 5:00pm US Time, Monday-Friday, is required.

Responsibilities include the following:
1. Support and Assistance to Listing Agents:
– Assist 3-5 Listing Agents at a high level coming from a place of service and care.
– Assist in scheduling and maintaining agent calendars.
– Assist with communication and coordination of accompanied showings.
– Assist with communication with Inside Sales Associates.
– Meet with VP of Training & Development weekly to strategize best practices.
2. Systems and Operations Management:
– Assist in building, implementing, and managing systems and operational solutions for Real Estate support.
– Quality Control of files and documents while coordinating with other departments and team leads.
– Database/CRM management (Lofty) and information management.
-Manage systems that coordinate lead generation, client information, and administrative tasks to ensure everything is operating at peak efficiency.
3. Administrative and Organizational Tasks:
– Organize and maintain the file system, and files correspondence and other records in Google Drive.
– Create and maintain reports, spreadsheets, and other necessary documents in response to and anticipation of the agent’s needs in Google Drive.
– Maintain and update each agent’s pipeline report which includes coordination with the agent and the VP of Agent Training and Development.
– Track all closing dates, time and locations and ensure all parties are continually updated.
– Create timelines and follow up with individuals as needed to ensure all deadlines are met.
– Calendar management as well as email organization in Microsoft Outlook & Teams.
– Perform other duties as assigned.
– Communicate with Inside Sales Associates.
4. Confidentiality and Client Relations:
– Maintain client confidence and protect operations by keeping financial information confidential.
– Manage and execute communication with the overall goal of providing an elevated “client experience.”
5. Project Coordination and Strategic Planning:
– Track all closing dates, time, and locations and ensure all parties are continually updated.
– Create timelines and follow up with individuals as needed to ensure all deadlines are met.
– Meet with VP of Training & Development weekly to strategize best practices.

Essential Qualifications:
? Strong interpersonal and organizational skills.
? Strong written and verbal communication skills and the ability to manage multiple
tasks.
? A proactive approach to problem-solving with strong decision-making skills.
? Emotional intelligence to discern how best to work with others and navigate tight
deadlines.
? Strong experience and understanding in the following areas: Windows based PC
programs (i.e. OneNote, Google Drive, Outlook,Teams).
? Lofty CRM and Open to Close software platform knowledge is highly desirable.

If you think you’re who we’re looking for, please send us a message with your most recent CV in PDF format indicating the tools and softwares that you are familiar with, a screenshot of your PC specs and internet speed, and a one-minute Vocaroo recording of your self introduction.

Don’t forget to include your Skype handle so we can chat more conveniently.

Please include the word “Listing” in the subject line when you reply so we’ll know if you took the time to read this job post thoroughly.

Looking forward to reviewing your application!