Executive Assistant with experience
The Asa Team
Orlando, FL US
Posted ago
The Asa Team

Executive Assistant (must have experience) to Owner of eXp Realty Mega Icon Team in Central Florida.

Looking for someone who wants to grow mentally and financially. This is not your average job!

This is not an 8-5 job. This is more of a life change/growth opportunity. Please do not apply if you do not have experience in this position!

  • Excellent Time management skills
  • Detailed oriented
  • Good communication skills
  • Team Player
  • Treats all clients and team members with respect
  • Positive attitude and friendly demeanor
  • Highly organized

Goals:

  • To help the agent increase business by 25%
  • To assist the agent in developing clients for life (working past clients and database)
  • To monitor goals
  • To handle administrative duties (office supplies, organization, employee files, etc)

Responsibilities

Daily Musts:

  • Receive agent's daily schedule- manage fully day to day and book travel for business and personal
  • Handle all incoming and outbound communication - phone calls, emails, all social media platforms, agent communication
  • Send recaps of training or meetings

Duties:

  • Handle all incoming and outbound communication - phone calls, emails, all social media platforms, agent communication
  • Prepare and maintain all packages Pre-listing, Listing, and file folders
  • Send out any pre-list/FSBO packages and scrub FSBOS
  • Monitor and follow up on all sales/escrow/closing files with each agent
  • Office management: Maintain and improve business supply inventory, Office Policy and Procedure Manual. Run errands: office supplies, bank, post office, signs, lockboxes (as needed), and personal
  • Send out mailings, holiday cards (Thanksgiving, Christmas, Easter), and others as needed
  • Monitor weekly, monthly and annual goals
  • Update and maintain all clients records in the database; own data entry in FUB and SISU
  • Ask for the referral

Pre-listing Clients:

  • Deliver or send the Pre-listing package
  • Call the seller to confirm the date and time of the appointment
  • Prepare a New Client File including the “tell us more” jot form and ensure received back and info added to FUB with appropriate tags
  • Prepare CMA’s
  • Obtain property tax assessor information sheet
  • Prepare listing folder
  • Fill out and input the MLS input sheet

Listing Clients:

  • Prepare New Client File
  • Enter all client information in the database
  • Monitor and follow up on all listings
  • Maintain Communication log in FUB
  • Order the “For Sale” sign on the UpSignDown app
  • Order brochures
  • Send a “Thank You” card to the seller
  • Obtain keys, make an extra key
  • Coordinate showings of property if agent-assisted
  • Maintain Showing log
  • Call the seller to provide feedback regarding showing
  • Include showing feedback in the seller’s weekly marketing update.
  • Coordinate Open Houses of property
  • Coordinate date/time with seller and buyer agents
  • Ensure buyer agent receives all info regarding selling features of the home
  • Follow up with agent after the open house to obtain feedback about traffic, comments
  • Call Seller to provide feedback regarding the open house
  • Include open house feedback in the seller’s weekly marketing update
  • Have a working knowledge of Canva 

Upon receipt of Offer:

  • Send offer to the client
  • Vet on the behalf of the client’s best interest
  • If multiple offers add them to the offer spreadsheet to keep organized
  • Schedule time to go over offers with the client 
  • Obtain the estimated settlement sheet from the closing office
  • Submit Paperwork
  • Enter full contract into DotLoop and submit to TC thru Open to Close
  • Send accepted contract, client, lender, and title company information to the closing office
  • Update CRM database (FUB) with transaction information and deadlines

After Closing:

  • Remove lockboxes
  • Send a gift and “Thank you for working with our TEAM” letter
  • Send Thank you letter to another agent
  • Create “other agent” database (add in FUB under appropriate section)
  • Put in Anniversary File in FUB and close Tag
  • Convert file to Sold File in FUB
  • Update database FUB with a forwarding address

Buyer Clients:

  • Prepare New Client File and send out “tell us more” Jotform, monitor for completion, and enter info in FUB with appropriate tags
  • Enter All client information in the database
  • Pull up homes on MLS and set up auto search
  • Prepare to show route if applicable
  • Schedule showing appointments
  • Make copies for clients/Agent
  • Make any follow-up calls
  • Maintain communications Log in to FUB
  • Send “Congratulation” letter to Buyer
  • Send a gift and “Thank you for working with our TEAM” letter to the buyer

Lead Generation and Database

  • Monitor and maintain the Current Database of Owner
  • Update Database with all contacts
  • Prepare Door knocking packets. 

Qualifications

Must be knowledgeable of the Following Programs:

  • MS Office (Word, Excel)
  • MLS 
  • Database, CRM and systems (FUB, SISU, Open 2 Close, Google drive, Gsuite)

Necessary Skills and Attributes:

  • Executive admin experience is a must
  • Flexible Schedule is a must
  • Excellent Time management skills
  • Detailed oriented
  • Excellent communication skills
  • Team Player
  • Treats all clients and team members with respect
  • Positive attitude and friendly demeanor
  • Highly organized
  • Problem-solving skills
  • Able to work in a fast-paced environment
  • Grit
  • Common Sense

Compensation
$45,000-$60,000
About The Asa Team

The Asa Team is your go-to Greater Orlando real estate team for buying, selling, and investing in real estate. We are an eXp Realty Mega Icon Team with over 1000 families helped, you can rest assured your experience with us will be nothing short of spectacular. With The Asa Team, you’re not just another transaction; you’re family.

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