Hold agent(s) accountable for conducting all agreed upon lead generation activities.Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.
Create & update a business operations manual and all job descriptions/employment contracts for any future hires.Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.Maintain all agent financial systems, profit & loss statement, bill payment, budget(s), bank accounts, and business credit card(s).Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.Oversee all aspects of the administration of the agent’s business.Coordinate & implement agent marketing videos & property videos on website(s), blog(s), social media and client database email campaigns.Regularly obtain client testimonials for websites, social media & other marketing materials.Coordinate all client & vendor appreciation events.Track & coordinate all inbound leads from websites, social media & other online sources.
Regularly assist agent to manage & enhance agent’s social media presence.Manage & update agent website(s), blog(s) and online listings.Coordinate the preparation of all listing & open house flyers, graphics, signage and all other marketing materials.Create & regularly prepare all buyer & seller consultation packages.Manage client database management program & system.Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.Input all client information into client database system.Schedule, coordinate & attend closing process.Coordinate moving/possession schedules.Regularly update & maintain communication with clients, agents, title officer, lender etc.Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.Coordinate title/escrow, mortgage loan and appraisal processes.Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.Transaction Coordinator (Contract to Closing) Input all necessary information into client database and transaction management systems.Ģ.Submit all necessary documentation to office broker for file compliance.Input all listing information into MLS and marketing websites and update as needed.
So let’s examine the full set of duties that a fully functioning administrative real estate assistant should be performing, and how the role should be divided as real estate teams increase production and make additional hires in the future. In turn, many real estate assistants are never permitted to grow in their role by taking on the majority of the business servicing tasks to allow agents more time to focus on income producing activities. Out of a fear of letting go of certain tasks, most agents effectively hold their real estate assistants back for fear of letting go. Administrative real estate assistants are frequently underutilized and perform only limited duties when compared to the responsibilities outlined in their actual job descriptions.