What are the responsibilities and job description for the Real Estate Executive Assistant position at OpSuite LLC?
Objectives for Position: The Executive Assistant is a key Empire Protector for the growing team. The Executive Assistant is the master of systems, consistently seeking new, innovative, and efficient business processes that save time and money. The Executive Assistant serves as the integrator to the visionary. This person relishes the opportunity to build, implement, and manage multiple systems, and is seen throughout the organization as the expert on efficiency and systems. This person exhibits a drive to use systems as a strategic tool for creating an advantage for the organization.
Key Skills: Strong written and verbal communication skills, exceptional organizational and project management abilities, ability to focus, handle multiple interruptions and changes in schedule throughout the day, concern for doing things the right way the first time, strong attention to detail, calm under pressure, eager to learn, not afraid of changes, service and ownership attitude and a proven ability to succeed and providing the Team the ability to achieve greater and greater levels of success. The right candidate also has an artistic eye for graphic design (Canva), skilled at social media marketing (specifically Facebook, Instagram, and Tiktok), as well as a passion for serving others. Experience with Apple Software is a plus!
Regular Work Activities
Administrative Activities:
-Coordinate and manage Agent calendar and email.
-Build, implement, and manage all systems for sellers, buyers, database management, information management, listing management, and back-office support that are healthy and scalable for expansion.
-Create referral goals and review goals for the team and hold accountable to meeting those goals.
-Develop, coordinate, and administer policies, procedures, and performance standards to ensure that transactions are consistent and systematized. Document all standards and procedures in Operations Manual.
-Draft documents and send for signatures as requested.
Sales/Database Activities:
-Review and Track team productivity and goals weekly to ensure the metrics are met.
-Process incoming leads from lead generation sources.
Listing Activities:
-Confirm listing appointments for next & current day.
-Prepare listing appointment files prior to appointment.
-Send pre-listing checklist and marketing timeline to customer.
-Schedule cleaning, staging, photo, and other appointments for all listings.
-Prepare and send marketing materials for postcards to neighborhood homes.
-Install signs and lockboxes at listings.
-Coordinate open houses and forward feedback to customers.
-Monitor showing feedback, share with customer, and follow up with showings that do not leave feedback.
-Create, print, and stock all marketing materials such as flyers, sign-in sheets, postcards, and more.
Marketing Activities:
-Plan & execute client and/or lead generating events.
-Plan & coordinate pop-bys for top database customers and past customers.
-Monitor social media messages and comments.
-Create engaging content for Agent approval & posting.
-Post Coming Soon, Open Houses, and Just Sold Posts.
-Manage website hosts and ensure the website is consistently updated and functioning properly.
-Develop and implement all Sales and Marketing campaigns as requested.
Systems Activities:
-Coordinate the purchase, installation, and maintenance of all office equipment.
-Continually evaluate and audit systems and structures to meet demands and assess scalability.
-Develop and maintain all team filing systems (listings, contracts, legal, correspondences, and databases).
Growth Activities:
-Attend training as needed or required.
-Plan and schedule team travel and training opportunities.
-Continuously learn and grow professionally by attending conferences, reading development books,
listening to podcasts, watching the daily market trends, and much more to stay aware of all opportunities.
-Act as a gatekeeper for Team Lead to include protecting Team Lead’s lead generation time blocks.
-Maintain understanding of federal, state, and local real estate laws and policies to ensure compliance.
Customer-Facing Activities
-Serve as the first point of contact in handling customer inquiries or complaints.
-Oversee key vendor relations to ensure a win-win relationship with preferred partners.
-Oversee and communicate with Market Center regarding potential opportunities.
-Build relationships with customers.
Job Type: Full-time
Pay: $40,000.00 per year
Schedule:
- 8 hour shift
Work Location: Hybrid remote in Saint Augustine, FL 32086
Salary : $40,000