Operations / Administrative Assistant
Robert Mack Group @ Keller Williams Realty Irvine
Irvine, CA
Posted ago
Robert Mack Group @ Keller Williams Realty Irvine

Robert Mack Group is looking for a team and personal administrative assistant who brings something special to the table. We aren’t looking to hire someone who has 2+ years experience as a real estate agent, a transaction coordinator, a team/realtor assistant, or escrow officer/assistant. 

The right person will bring ideas to the table and is not afraid to step outside the box and get creative. A get it done attitude is a must! License is not required but definitely a plus and this job is crazy; it’s different every day. We are looking for the right person who will bring structure to a very unstructured industry! Fun, great sense of humor, hard worker, knows when to have fun and knows when to be serious, resourceful, relentless, up for a challenge, a team player, and someone who is comfortable in a dynamic and hectic environment. 

You would describe yourself as highly organized and able to manage multiple projects and priorities at a time with a high bandwidth. You are able to problem solve and navigate through various situations and have the ability to step in and resolve concerns/problems and provide solutions for team members and clients.

You will support all of the owner’s sales and company growth activities. You will help build, implement and manage different systems in the business from an operations standpoint. You are committed to completing tasks with quality and accuracy. You will pitch in and take on any project or task. You can complete a large amount of tasks every day. You are committed to supporting the business owner in achieving greater and greater levels of success, and to growing your own skills through education and coaching. We don’t just fill jobs, we build careers. Somebody who proves to be talented will have tons of potential for huge opportunity!


Team Leader Personal Assistant Duties

• Check personal emails

• Answer/Route/Deny incoming phone calls

• Personal Scheduling

• Database Management

• Marketing Piece Review/Approval

• Travel Arrangements and Hotel Reservations

• Team Meeting Coordination

• Client Event Coordination and Venue Arrangements

• Past Client Care Manager - Past Client Follow up

• Manage Team Google Drive

• Miscellaneous Projects

• Build, implement and manage all systems for clients, lead generation, database management and back office support

• Participate in company-provided training sessions

• Create and maintain an operations manual that documents all systems and standards

• Compile and distribute weekly/monthly reports to clients (buyers and sellers)

• Be the first point of contact in handling customer inquiries and complaints

• Provide concierge level customer service to clients and customers

• Continue to take day to day office tasks away from agent, organizing workflow and reducing inefficiencies

Team Transaction Coordinator

• Get client Hot Sheet from buyer agent (pass the baton) - information relating to who is involved in the transaction

• Manage contract to close process

• Open Escrow or obtain escrow information

• Send Welcome Email with service providers (escrow, agent, lender, title)

• Send Welcome email to client (buyer/seller, lender)

• Coordinate buyers initial deposit

• Update MLS Status

• Update Sign Riders

• Manage timelines

• Notify all agents who submitted an offer

• Prepare Escrow timeline

• Verify all utilities are on and smoke/CO2 detectors are present

• Coordinate/Schedule home & general inspectors

• Work with client - sign disclosures

• Provide moving checklist and utility companies

• Provide mail forwarding documentation

• Prepare green sheets

• Schedule Final Walk Through

• Confirm correct agent info for MLS close out

• Notify agent upon closing

• Prepare closing package

• Ask for review (yelp, Zillow, google, realtor.com)

• Close out MLS

• Add client info and update status in CRM

• Set up follow up action plan

• Add past sale to zillow.com

• Stay in touch with seller/buyer every 2 days or more

• Update agent every 2-3 days

• Keep agent informed about challenges and issues that need to be handled

Team Listing Coordinator

• Schedule listing appointment

• Pre-qualify seller (questionnaire)

• Prepare CMA

• Prepare Marketing Plan/Presentation

• Prepare listing agreement

• Collect Seller contact information

• Add Seller Information to database

• Create specific folder in google drive

• Upload contracts and other related documents into respective folder

• Prepare listing/marketing tentative timeline

• Manage timelines

• Open preliminary title report

• Schedule and order services (I.e. termite inspection, stagers, photographers, videographers, inspectors, etc)

• Coordinate lock box and coming soon signs

• Prepare website, marketing/flyers

• Collaborate with Marketing Coordinator

• Schedule Open House, Theme, and food options

• Upload into MLS

• Assign Supra Lock box

• Prepare Open House Kit

• Stay in touch with seller every 2 days or more

• Update listing agent every 2-3 days


  • Technologically savvy and able to learn new programs quickly and able to troubleshoot common issues; proficiency in Word, Excel, Power Point, Outlook and Internet skills
  •  Have excellent attention to detail and high-level accuracy with documents
  • Concerned with doing things the right way the first time
  • Flexible in daily routine; ability to prioritize and manage shifting responsibilities
  • Ability to assess, prioritize and act quickly
  • Learning based and solution oriented
  • Deadline driven and extremely organized
  • Open to new ideas and systems
  • Able to stay calm and patient when faced with emotional situations
  • Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities
  • Continue to maintain the good will and reputation of the entire team
  • Able to make quick and effective decisions, solve problems, as well as maintain confidentiality
  • Excellent verbal and written communication skills
  • Proficient in time management
  • A true professional, who supports the entire team in achieving their goals
  • Basic Computer Skills
  • Internet Savvy
  • Google Docs
  • Social Media Knowledge is a plus
  • MLS
  • DocuSign
  • California Contracts and Forms
  • Other industry related software
  • $30,000 - $40,000 base/year plus bonus per closing - Income potential $55,000 - $65,000 per year

$30,000 - $40,000 base salary + bonuses
About Robert Mack Group @ Keller Williams Realty Irvine
I got my real estate license in 2006. I learned very quickly that real estate has a lot of moving parts and without help, it's nearly impossible for one person to be great and help clients at a high level. In 2014, I decided to find help and within 3 years went from a solo, overworked and tired agent selling 15-17 homes per year (with no life), to having a team of 5 on pace to close 55 transactions in 2017, with a goal of helping 118 families in 2018. I learned that a team will always outperform an individual, and with the right people and right culture, we could focus on serving our clients without feeling overworked, or even worse, a prisoner of the business. 

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