Executive Assistant / Real Estate
Sea Villa Realty
Carlsbad, CA
Posted ago
Sea Villa Realty

  • Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management and back-office support.
  • Responsible for paying some bills, assuring the collection of commissions, maintaining the budget, and generating financial reports in communication with outside accountant.
  • Oversee all contracts through closing in coordination with the other leaders.
  • Maintain an operations manual that documents all systems and standards.
  • Coordinate the purchase, installation and maintenance of all office equipment.
  • Manager all systems including maintaining lead coordination for the team.
  • Submit weekly numbers to leaders.
  • Keep the lead agents informed regarding any problems or issues that need to be handled.
  • Responsible for hiring, training, consulting, and holding accountable all additional administrative team members.
  • Transaction Management and take TC classes to become certified.
  • Run past client programs and set up client events.
  • Listing coordination tasks.
Key Skills:
  • Strong written and verbal communication skills.
  • Exceptional organizational and project management abilities.
  • Bookkeeping skills.
  • Great ability to focus.
  • Concerned about doing things the right way.
  • Calm under pressure.
  • Learning based.
  • Service-based attitude.
  • Proven ability to succeed.
  • Leadership capabilities.
  • Team player.


Assistant List Duties:

  • Write emails.
  • Maintain calendar and appointments.
  • Study and create comps.
  • Confirm appointments.
  • Send out pre-listing appts packages.
  • Gets all contracts completed.
  • Gets all disclosures.
  • Verifies marketing plan.
  • Does listing coordination.
  • Schedules listing appts.
  • Assist in lead follow up.
  • Mails thank you cards.
  • Does listing specific marketing
  • Update websites
  • System creation
  • Agent on board processing
  • CRM management
  • Record searches
  • Virtual file management and organization 
  • Signs lock boxes (install and remove) 
  • Client updating
  • Online presence management Marketing packages
  • Show homes to buyers
  • Team player for all agents Attend appointments as needed
Tasks to include:
Listing Manager (Listing to Contract)

  • Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers' disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc.
  • Consult and coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements and marketing activities.
  • Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.
  • Coordinate showings and obtain feedback.
  • Provide proactive weekly feedback to sellers regarding all showings and marketing activities.
  • Coordinate all public open houses and broker open houses.
  • Input all listing information into MLS and marketing websites and update as needed.
  • Submit all necessary documentation to office broker for file compliance.
  • Input all necessary information into client database and transaction management systems.
Transaction Coordinator (Contract to Closing)

  • Oversee all aspects of buyer and seller transactions from executed purchase agreement to closing.
  • Coordinate title/escrow, mortgage loan and appraisal processes.
  • Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.
  • Regularly update and maintain communication with clients, agents, title officer, lender etc.
  • Submit all necessary documentation to office broker for file compliance.
  • Coordinate moving/possession schedules.
  • Input all client information into client database system.


  • Having a CA DRE License is highly encouraged
  • 2-3 years prior experience

$36,000 inclusive of bonus
About Sea Villa Realty
New and growing brokerage team in Carlsbad. Casual, fun and hard working! Culture is everything to us!

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