Overview Highly organized and detail-oriented Proactive and self-motivated Able to anticipate what needs to happen next rather than always waiting to be given a task Dependable and consistent with follow-through Strong time-management skills and ability to prioritize Comfortable managing several projects at the same time Excellent written and verbal communication skills Professional when communicating with clients, agents and vendors Comfortable with technology and willing to learn new systems Experience or willingness to learn MLS systems Comfortable with social media, including Instagram, Facebook and YouTube Comfortable using photo-editing, graphic-design and video-editing programs Strong proofreading skills and attention to accuracy Able to maintain organized databases, spreadsheets and digital files Resourceful and able to problem-solve Willing to ask questions when something is unknown or unclear rather than guessing Able to learn from a question or mistake and handle the situation independently the next time Comfortable receiving direction and feedback Takes ownership and pride in completed work Understands the importance of confidentiality and professionalism Looks for ways to make the office and team more efficient Has a team mentality and is willing to jump in where needed
Duties MLS Management:
Input new listings into the MLS accurately and promptly; upload and organize listing photos; update remarks, price changes, status changes, open houses and other listing information; proofread entries; and make sure listing information remains accurate and current.
Listing & Marketing Preparation:
Coordinate the materials needed to launch a new listing, including photography, MLS information, property details, flyers, brochures, social media content, open-house materials and other marketing pieces.
Photo & Video Editing:
Work with photo-editing, graphic-design and video-editing programs to enhance listing photography, create marketing materials, produce property videos/Reels and prepare professional content for online use.
Social Media:
Help manage and maintain Instagram, Facebook and YouTube , including creating, editing and scheduling posts, Reels, videos, listing content, sold properties, testimonials and team/brand content.
Content Planning:
Maintain a social-media and marketing calendar so content is planned in advance and posted consistently. Look for opportunities to repurpose existing photos, videos, testimonials and property information across multiple platforms.
Client Testimonials & Reviews:
Prepare and send testimonial and review requests to past clients, as well as agents with whom we have successfully completed transactions. Track requests and appropriately follow up.
Weekly Client Updates:
Prepare organized weekly updates for sellers and other clients, including showing activity, feedback, marketing activity, market information and other relevant updates.
Showing Follow-Up:
Follow up with agents after property showings, request feedback, organize responses and make sure important feedback is brought to the team's attention.
Open House Coordination:
Assist with all aspects of open houses, including scheduling, MLS input, advertising, social media, flyers, signage, sign-in materials and other supplies. Organize leads and follow-up information after the open house.
New Listing & Transaction Files:
Prepare paperwork, checklists and packets for new listings, contracts and transactions. Establish and maintain organized digital files and make sure necessary documents and information are received and properly filed.
Transaction Support:
Help monitor important dates, outstanding paperwork and administrative items throughout a transaction and communicate anything requiring an agent's attention.
Active, Pending & Closed Tracking:
Maintain an accurate and current record of all Active, Pending and Closed transactions.
YTD Production Tracking:
Track and regularly update year-to-date sales volume, closed sides, GCI, listings taken, pending transactions and other important production numbers.
Business Source Tracking:
Track where business originates—including sphere of influence, repeat clients, referrals, agent referrals, open houses and other lead sources—so we can better understand which areas of the business are producing results.
SOI & Database Management:
Maintain, clean and continually update our Sphere of Influence and contact databases. Add new clients, prospects, agents, vendors and referral partners and update addresses, phone numbers, emails and other information as needed.
Database Organization:
Categorize contacts appropriately so we maintain accurate lists for marketing, mailings, events, client follow-up, past clients, agents and referral partners.
Thank-You Notes & Relationship Management:
Prepare thank-you notes and other personal correspondence for clients, cooperating agents, referral partners, vendors and others with whom we do business.
Virtual Assistant Management:
Assign appropriate projects to the virtual assistant, provide clear instructions and deadlines, monitor progress, review completed work for accuracy and follow up on anything outstanding.
Office Management:
Help manage the day-to-day organization of the office so that it operates efficiently. Maintain supplies, files, marketing materials, workspaces and organizational systems.
Systems & Organization:
Help establish and improve processes, checklists and systems for recurring tasks so that important responsibilities are handled consistently and don't depend on someone remembering them each time.
Task & Deadline Management:
Maintain running task lists, follow up on outstanding items and help ensure deadlines and commitments do not fall through the cracks.
General Team Support:
Assist with miscellaneous administrative and marketing projects as needed and recognize when something requires immediate attention or should be brought to an agent.
Pay:
$20.00 - $25.00 per hour Expected hours: 20.0 per week
