Administrative Assistant
Dream Homes
San Diego, CA US
Posted ago
Dream Homes

We're hiring an organized administrative assistant to provide extraordinary customer service. Responsibilities include answering all phone calls and emails quickly and kindly, making existing office systems more efficient, buying materials for the office as needed, and planning open house arrangements and appointments for employees as needed. You’ll also support the team by marketing the company and planning company events. Candidates should be great communicators who are driven and have great time management skills. If you’re interested in the position, send us your resume today!

Responsibilities
  • Order office equipment and supplies as needed
  • Plan office events and schedule arrangements for travel if necessary
  • Strengthen existing abilities and gain new ones by participating in training opportunities
  • Connect with our customer base and raise brand visibility by coordinating community events
  • Facilitate communication between our customers and team to ensure customer satisfaction
  • Generate status reports as requested so the team is informed with progress reports
  • Utilize the website, social media, and printed materials to raise our visibility in the community
  • Manage all paperwork in the office and create a process for team members to follow to ensure efficiency

Detailed Duties (we are happy to train an open mind and eager personality!)

Duties

  • Assist with paperwork when we have a signed agreement for listings or for buyers
  • Enter all new listing & sale data into CTE, gathering all necessary data- launch Closing Plan and follow through
  • Contact seller/buyer on weekly basis to let update them on status of their transaction

Seller Processing

  • Set up listing file, put in stacking order and check for signatures.
  • Attend photo shoot with professional photographer, if you have a digital camera or cell phone camera, take some photos for perspective and MLS notes. Pre-photo staging advice would be a value-added service that you could offer. De-clutter, get homes ready for sale
  • Meet with seller and get information for the home brochure
  • Get keys made (if necessary) and make sure they work in the lock box
  • Install lockboxes place keys in key safe
  • Review brochure layout with photos from our graphic artist for brochure production
  • Upload photos to MLS website, add data, and proof
  • Obtain slideshow link or video walkthrough from photographer to add to MLS
  • Launch all seller plans see checklist
  • Log on Up Sign Down to order sign post request (check with condos to see if they allow signs)
  • Fill out MLS profile sheet for input into the MLS database
  • Enter data into SDMLS and check for accuracy. Make copies of short listing and email copy to seller. Put copy in file for marketing and brochures
  • Register the Supra box after obtaining an MLS number
  • Get brochures and brochure box flyers for listing and deliver to property
  • Put sign riders on the for-sale sign and install brochure box
  • Print labels for seller and file
  • We will also note how the client prefers to be communicated with for regular updates. Some like email, some text, while others like the phone.

Once offer accepted:

  • Change status in MLS database
  • Open communication and correspondence with Transaction Coordinator
  • Call seller and introduce yourself, follow up with an email
  • Call and email seller weekly even though there is nothing to say other than how they are doing, and ask if there is anything we can do for them. Sometimes they tell us we are great, this opens the door for you to ask them for a referral, and say “Thank you for noticing”. Jonathan spends a lot of time serving their clients. Once a client compliments anything we do, that will help with us asking for a review before closing. Another question might be – “How do you think you and our team can let your family and friends know about this great service?” (this works like a charm, as soon as they complement you, you have earned the right to ask for a referral)
  • Monitor contract contingency timelines Provide client with utility initiation or utility termination contact information two weeks prior to closing (Seller HW) with TC to make sure timelines are respected
  • For sellers, mention that they do not terminate their home owner’s insurance until they receive their settlement proceeds
  • Order termite inspection if our client is choosing termite company, schedule inspection to occur within 30 days of settlement and coordinate with TC

Closing listing:

  • Change the client’s address in CINC/ database
  • Close out transaction in CINC/database and CTE
  • Change status in MLS to "Sold"; and enter information for sale
  • Order post sign removal request
  • 24 – 48 hours prior to closing obtain a preliminary Closing Disclosure estimate (formerly the HUD statement) and send to seller and review with them and discuss what bank account they want their funds wired to, make sure they bring that information to closing
  • Make sure lock boxes are removed after closing
  • Send Thank you to Seller, Selling agent and Settlement Agent

Buyer Processing

  • Call and email buyer and introduce yourself
  • Open communication and correspondence with Transaction Coordinator
  • Call and email buyer weekly even though there is nothing to say other than how they are doing, and ask if there is anything we can do for them. Sometimes they tell us we are great, this opens the door for you to ask them for a referral, and say “Thank you for noticing”. Jonathan spends a lot of time serving their clients. How do you think you and our team can let your family and friends know about this great service?” (this works like a charm, as soon as they complement you, you have earned the right to ask for a referral)
  • Email contract to Buyer's Lender and to Title Company
  • Check on appraisal and make sure if there are any conditions or problems with value.
  • If buyer is choosing termite company, order it when we are within 30 days of settlement

Closing Sale:

  • Change address, category, sales price CTE and CINC
  • Management of CTE and CINC/Database
  • Management of all the platform we use
  • Send Thank You to Client, Lender, Listing Agent and Settlement Officer.
  • Final review of file to all signatures and items needed to make file complete. Make a copy of the walk-through statement and CD/Settlement Statement to disburse agen's commission check
  • Offer Service provider directory to our clients

Other Responsibilities:

  • Prepare Listing & Sales Contract Packets
  • Help answer phones and email
  • Update websites and listings, weekly Facebook posts, Zillow.com posts and other sites
  • Email paperwork and make copies when needed
  • Manage forms in drawer and make sure we have enough
  • Help organize office files and create new forms for office efficiency
  • Morning/ Afternoon Follow Up
  • Social Media Posting
  • Do/Doing/Done Updates
  • Mailers
  • Coordinate with other team members and vendors to make sure all flyers /database is up to date
  • Create invoices for all then ICA partners
  • Coordinate work and help purchasing material for sister company My way RE solutions
  • Attend to inspections if needed at job sites
  • Help manage all the team members
  • Stage homes as necessary and help facilitate listings

OTHER DUTIES AS NEEDED

Qualifications
  • Navigates computer programs with ease to provide a quick front-desk experience for customers
  • High school diploma or GED required, some college experience preferred
  • Enjoys talking with customers and can communicate through verbal and written channels
  • Shows ability to quickly finish very detailed work
  • Customer service, bookkeeping, or administrative experience is preferred
Compensation
$54,000
About Dream Homes

About Dream Homes Team powered by Compass


Voted one of the top 250 teams in California per The Wall Street Journal and Real Trends. Our team is an innovative, fun and determined group committed to leading the way in the residential Real Estate industry.

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