Real Estate Administrative Assistant - Client Care Coordinator
The 608 Team
Madison, WI US
Posted ago
The 608 Team

The 608 Team in Madison is RE/MAX’s 1st and only Luxury Office in Wisconsin, and the #4 brokerage statewide. We strive to provide a memorable and highly-curated experience for our clients and are looking for a super-organized, tech-savvy, systems-oriented Client Care Coordinator to join and support our Team.

Our office is a fast-paced, high-energy environment and home to a thriving, productive Team committed to providing the highest level of service, continuous growth, and maintaining a culture rooted in trust and focused on giving back to the community. Your responsibilities will play an important role in supporting the Team’s Agents so they can help more clients.

You will also assist the Vice President of Operations & Human Resources with the day-to-day management of the Team’s office space, systems, and finances, and the Team’s Listing Coordinator and Creative Director with listing preparation and marketing duties. A successful candidate for this role will have a servant’s heart and at least 1-to 2 years of administrative experience. The ideal candidate will have a Wisconsin Real Estate License, or be willing to obtain it as quickly as possible after assuming this role. Prior real estate experience is not required.

Responsibilities

  • Provide concierge-level customer service to clients and vendors.
  • Oversee and assist with the Team’s administrative duties so Agents can focus on connecting with clients, conducting listing and buyer consultations, listing and showing properties, and negotiating contracts.
  • Participate in daily huddles and weekly meetings, prepare and distribute agendas and minutes, and calendar and schedule team activities, events, meetings, and consultations.
  • Assist with all facets of the listing preparation process, preparing materials for consultations & open houses, and hosting consultations & closings at the office. 
  • Work closely with our Listing & Transaction Coordinators to provide clients with a clear & seamless process from initial appointment to closing day, and assist with organizing and hosting client events.
  • Assist with the purchase, installation, and maintenance of all office equipment, the purchase and distribution of any other business-related supplies and materials, and the ordering and distribution of marketing materials. 
  • Work closely with the VP of Operations to manage and, as needed, refine the Team’s customer, goal tracking & task management systems and related procedures, workflows, and checklists to continuously improve the Team’s efficiency, and ensure every client receives clear communication and the highest level of service.
  • Monitor the Team’s customer, goal tracking & task management systems, explain any challenges or issues, and communicate errors, training needs and key results to ensure Team members are succeeding and company goals are being met.
  • Work closely with the Listing & Transaction Coordinators and, as needed, the Agents, their Clients, and other parties to provide assistance with contract & document management. 
  • Assist the Team’s Creative Director and Listing Coordinator with brand building and marketing activities including website management, social media, marketing material creation and distribution, and event planning and execution.
  • Assist the VP of Operations & Bookkeeper with expense & receipt tracking, subscription & vendor management, and additional work associated with the preparation of financial statements and business tax files.

Qualifications

  • High school diploma or equivalent required, some college experience preferred.
  • Currently hold, in the process of obtaining, or willing to pursue a real estate license.
  • Prior administrative experience required; direct experience in the real estate industry preferred.
  • Basic computer skills and proficiency in G-Suite applications required.
  • Able to learn new software programs quickly and troubleshoot common issues.
  • Excellent customer service, time management, organization, and communication skills.

Compensation
$40,000 - $50,000 yearly
About The 608 Team

The 608 Team in Madison is RE/MAX’s 1st and only Lifestyle/Luxury Office in Wisconsin, and the #4 brokerage statewide. We strive to provide a memorable and highly-curated experience for our clients as we assist them and everyone they know to buy, sell + invest in real estate, and build life-long relationships in the process. Our office is a fast-paced, high-energy environment and home to a thriving, highly productive Team committed to providing concierge-level service, continuous growth, and maintaining a culture rooted in trust and focused on giving back to the community.

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