Real estate Assistant

SOP for Real Estate Assistant

– Objective
To provide clear guidelines for a Real Estate Assistant responsible for managing the CRM (Zoho), handling campaigns, and assisting agents with day-to-day tasks, leveraging familiarity with CoStar, Crexi, and LoopNet.

– Scope
This SOP applies to the Real Estate Assistant who handles CRM management and campaign execution and supports real estate agents in their daily activities.

– Responsibilities
– Real Estate Assistant: Manage CRM, execute campaigns, and assist agents.
– Real Estate Agents: Provide necessary information and guidance.
– Project Manager: Oversee and ensure tasks are completed efficiently.

– Task List

1. CRM Management (Zoho)
– Data Entry and Maintenance
– Enter and update client and property information.
– Ensure data accuracy and completeness.
– Lead Management
– Track and manage leads from initial contact to closing.
– Assign leads to agents and follow up on progress.
– Reporting and Analytics
– Generate regular reports on CRM activities and performance metrics.
– Analyze data to identify trends and opportunities.

2. Campaign Management
– Email Campaigns
– Design and send email campaigns using Zoho CRM.
– Track campaign performance and adjust strategies as needed.
– Property Listings
– List properties on CoStar, Crexi, and LoopNet.
– Monitor listing performance and update information as necessary.
– Social Media and Online Presence
– Manage social media accounts and post regular updates.
– Track engagement and respond to inquiries.

3. Agent Assistance
– Scheduling and Coordination
– Schedule appointments, showings, and meetings for agents.
– Coordinate with clients and other stakeholders.
– Document Preparation
– Prepare and manage documents such as contracts, agreements, and listings.
– Ensure all documents are correctly filed and accessible.
– Communication and Follow-Up
– Handle client communications and follow up on inquiries.
– Keep agents informed about client interactions and feedback.

4. Utilizing Real Estate Platforms
– CoStar
– Research and gather market data and property information.
– Generate reports and insights for agents.
– Crexi
– List and manage properties and track views and inquiries.
– Update listings based on market trends and feedback.
– LoopNet
– Post and update property listings.
– Monitor and optimize listing performance.

5. General Administrative Tasks
– Office Management
– Manage office supplies and equipment.
– Maintain a clean and organized workspace.
– Client Relations
– Greet clients and handle initial inquiries.
– Ensure a positive client experience throughout the process.

– Process

1. Kick-off Meeting
– Discuss daily, weekly, and monthly tasks.
– Assign priorities and deadlines.

2. Daily Review
– Check and update the task list.
– Communicate with agents to understand immediate needs.

3. Weekly Planning
– Review upcoming tasks and campaigns.
– Adjust strategies based on performance and feedback.

4. Monthly Review
– Analyze CRM and campaign performance.
– Plan for the upcoming month and set new goals.

– Tools and Systems
– Zoho CRM: For managing client information, campaigns, and reporting.
– CoStar, Crexi, LoopNet: For property listings and market data.
– Microsoft Office/Google Workspace: For document preparation and communication.
– Social Media Platforms: For online presence and engagement.

– Approval
This SOP has been reviewed and approved by:

– Project Manager:
– Real Estate Agent Lead:

– Review and Revision
This SOP will be reviewed periodically and revised as necessary to ensure it continues to meet business needs and technological advancements.