Real Estate Executive Admin Assistant

Role: Real Estate Executive Admin Assistant
Contract: Full-time Remote Contractor (160 hours monthly)
Business Hours: Monday to Friday from 9 AM EST to 5 PM EST or Monday to Friday from 10 AM EST to 6 PM EST.
Rate: $1,300 USD monthly / $15,600 USD annually
Availability to Start: June 10, 2024
Additional Info: Additional perks are included in the compensation structure.

Company Profile

This US-based company specializes in redefining the real estate industry through a dynamic, full-service lifestyle brand and franchise model. Committed to breaking traditional boundaries, the firm fosters a unique culture where every professional’s voice is valued. Emphasizing innovation and technology, it has become a leader in the industry. With a significant presence across the United States, the company continues to disrupt and lead the market, focusing on the success and empowerment of its extensive network of agents.

What you’ll do

As a Real Estate Executive Admin Assistant, you will leverage your extensive administrative experience within the real estate industry to provide comprehensive support to our executive team and agents. Your primary responsibilities will include scheduling and managing appointments, facilitating agent onboarding, coordinating events, managing prospective customer data, and overseeing marketing and social media activities. Key responsibilities for this role encompass, but are not limited to:

Executive Support:
Schedule and reschedule appointments, manage the executive’s calendar and confirm appointments.
Follow up with trainers to confirm training topics and schedules.
Call prospective real estate sales clients to reschedule times to speak.
Handle miscellaneous requests from the executive, providing comprehensive administrative support.
Get on Zoom calls with the executive to work on tasks together, transposing instructions into SOPs.
Correct MLS entries as required and handle miscellaneous requests from the executive.

Agent Support and Onboarding:
Facilitate the onboarding process for new agents, providing necessary resources and information.
Direct agents to available resources, SOPs, and pre-recorded instructional materials to address their queries.
Handle follow-up calls and emails with realtors to schedule, confirm, and reschedule appointments on the executive’s calendar.
Follow up with mentee agents daily to check their progress and provide support.
Send weekly texts to team members requesting updates on offers, contracts, and upcoming listings.
Call prospective real estate sales clients to reschedule times to speak.
Follow up with team members for updates on their sales pipeline, ensuring the CRM is up-to-date.
Send mass text messages reminding team members of training sessions, including the Zoom link.
Email agents and copy preferred vendors when agents secure contracts to ensure vendors contact clients.
Set up and manage systems and processes to streamline inquiries and operations.

Event Coordination and Follow-Up:
Send recap information to the team after training sessions and ensure event attendance.
Send mass text messages reminding team members of training sessions, including the Zoom link.
Follow up on monthly agent dues, ensuring agents do not owe the office money.

Prospective Customer Data Entry and Billing:
Enter leads into Lofty CRM and assign them to the executive.
Ensure CRM is updated with notes from the team and reflects current information.
Enter expenses into the Zone platform for monthly charges to agents for services rendered.

Marketing and Social Media:
Handle social media posting and use the online portal to create posts.
Create flyers and marketing pieces as needed through Creative Design Studio.
Upload videos to YouTube and create content using Canva.

What you should have

A minimum of 3-5 years of administrative experience, ideally within the real estate sector.
Proficiency in real estate transactions and software platforms such as ZipForms, Skyslope, Lofty CRM, and DocuSign.
Strong understanding of social media platforms, Excel, MS Word, Adobe PDF Writer, and Canva.
Clear and effective written and verbal communication skills, with an excellent grasp of English.
Excellent customer service skills and the ability to interact professionally with team members and clients.
High attention to detail, organization, and the ability to follow through on tasks independently.
Strong problem-solving skills and the ability to adjust communication styles based on the audience.
Tech-savviness, displaying a knack for quickly learning and adapting to new software and systems.

Who you are

Success in this role means optimizing the CEO’s time by saving at least 4 hours daily through efficient management of administrative tasks. It involves ensuring 100?curacy in calendar management, maintaining a 90% or higher satisfaction rate among agents, and achieving at least 90% attendance at training sessions and events with timely follow-ups. Effective communication is key, with a goal of responding to emails, calls, and messages within 5 minutes during business hours. Additionally, success includes maintaining a CRM with 98?curacy and implementing at least two process improvements to enhance efficiency and cost savings. In this regard, we are hoping you are someone who:

Exhibits a proactive approach to tasks, demonstrating initiative and independence.
Is receptive to feedback and adaptable to learning, actively seeking clarification to ensure precision.
Is recognized for its reliability and trustworthiness, consistently delivering efficient and effective results.
Excels in both collaborative environments and independent settings, adeptly managing priorities.