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Who We Are: We are a dynamic real estate team committed to providing exceptional service to our clients. Based in Folsom, we are seeking a highly organized and detail-oriented Executive Assistant to join our Administration Team. This role is integral to our success, supporting our CEO/Team Leader, Director of Operations and Buyers Agents to ensure the smooth operations of our office and real estate transactions.

How You Will Grab Our Attention:

• Showcase a minimum of 3 years real estate office experience and/or highlight ways that your current real estate license contributes to the success of this position
• Experience as a mortgage processor, escrow officer, escrow assistant or EA to Real Estate team
• Working knowledge of Microsoft 365 including Outlook, Excel and One Drive
• Valid Real Estate license

How You Will Make an Impact:

• Ensure Transaction Accuracy: Oversee and maintain accurate buyer transaction files, ensuring compliance and smooth operations from contract to close.
• Support Sales Team Success: Collaborate with the Transaction Coordinator and Sales Team to ensure timely and efficient processing of all real estate transactions, directly contributing to successful closings.
• Drive Data Integrity: Manage and update crucial databases, ensuring all client information, transactions, and records are accurate and easily accessible.
• Provide Proactive Support to CEO and Leadership team: By anticipating needs and facilitating clear communication you will enable the leadership team to focus on strategic company growth.
• Enhance Client Relationships: Provide concierge-level customer service, strengthening client connections through timely responses, proactive outreach, and personalized attention.
• Maintain Office Efficiency: Keep the office environment organized and all systems in top condition, addressing issues promptly to minimize disruptions.
• Foster Personal and Professional Growth: Participate in goal-setting sessions and continuous learning opportunities, helping drive the business's growth while advancing your personal and professional skills.

Key Responsibilities:

Administrative Support:

• Manage the Team Leader's Outlook calendar, ensuring efficient scheduling and no double bookings.
• Respond promptly and professionally to all clients, vendors, and team members, in person, via email, and over the phone.
• Adhere to all job-related SOPs and checklists in One Drive, updating when necessary
• Maintain a clean, well-functioning office space.
• Assist in managing systems related to buyers, lead generation, and database management.

Sales Support:

• Oversee all buyer transaction files, ensuring accuracy and compliance.
• Collaborate with the TC to manage the escrow process and ensure smooth transactions.

Agent Liaison:

• Coordinate monthly updates from Physician Recruiters and update the agents and CRM accordingly.
• Prepare Buyer Binders, Community Tour packets, and personal notes for agents.

Database Management:

• Learn, maintain, and update all relevant databases (CRM, Sendout Cards, MailChimp).
• Ensure all transaction folders and job-related spreadsheets are accurate and up-to-date.

Client Care:

• Provide concierge-level customer service through phone calls, pop-by visits, and event attendance.
• Respond to all client communications within 24 hours.
• Make proactive calls to Buffini agents and clients to maintain relationships and ask for referrals.

Miscellaneous Duties:

• Attend and take notes at various team meetings.
• Order lunch for team meetings or the Team Leader when required.
• Participate in annual goal planning sessions and other team events

* How to Apply:

• If you are a motivated professional with a passion for excellence in the real estate industry, we want to hear from you! Please apply through Indeed with your resume and a cover letter explaining why you would be a great fit for our team.
• Complete and submit a DISC assessment https://www.tonyrobbins.com/disc/

Note: This job description is intended to provide a general overview of the position and is not an exhaustive list of duties and responsibilities. The successful candidate may be required to perform additional tasks as needed to support the team.

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Benefits:

• 401(k) matching
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• real estate: 3 years (Required)

License/Certification:

• Real Estate License (Required)

Work Location: In person