Real Estate Administrative Assistant
Arneson Real Estate Group
Danville, CA
Posted ago
Arneson Real Estate Group

Our driven, results focused, rapidly growing Real Estate Group is looking for a warm hearted, high-energy, detail-oriented, full-time Administrative Assistant. We have grown 75-125% per year for the last 4 years and so we need help executing our proven systems to serve families complex houses needs here in the Bay Area at scale in order to ensure that each client receives the five star experience that they deserve.  

This role requires superior a focus on customer service, extensive use of web-based com and professionalism. They should possess exceptional attention to detail and accuracy and be able to work in a fast-paced environment. Real Estate experience is a plus but not required.

This high-energy, detail-oriented, professional will be responsible for performing tasks to efficiently run the front desk environment by performing a variety of responsibilities with confidence.


Performance Expectations within the Role:

Systems and Models:

  • Use our systems to track and push 5-10+ transactions through escrows each month
  • Coordinating Buyers search feeds and home tours, open house materials prep and follow-up, pre-listing packages, CRM reporting and management
  • Calendar and scheduling coordination, listings execution, business reporting, lead flow management, provide first class client experience and event coordination

Marketing Tasks: (Lead Stream Support and Coordination of Follow-up tasks and procedures)

  • Coordinate with photographers; input graphics into MLS, feature sheets, KWLS, social media, website blog
  • No lead left behind – Open house, inbound calls, manage and track inbound and outbound referrals
  • Listings leverage – Mailer copy, fulfillment house communication management
  • Prepare packages for Sellers and Buyers; mail these off for delivery
  • Coordinate client gift deliveries and promotional items
  • Implement promotional campaigns
  • Request and re-distribute client testimonials across all Marketing channels
  • Campaign support, Interfacing with vendors to supply collateral and define requirements for ads.

Organize these concepts, ensure deployment of all of the above concepts.

Stretch Goal: Managing lead traffic and production per channel, as directed.

Scheduling and Calendar:

Protect the Agents client-connection time, client coordination calls, scheduling: face-to-face meetings, vendor services – inspections, photography, videography etc; 

  • Schedule signs delivery/pickup and lock box drop off/pick up, Schedule photography; arrange for flyers and marketing materials
  • Upload info into MLS for new listings
  • Channel Partners – Financial Advisors, CPA’s, and Personal Attorney’s; service partner appointments - lenders, title reps
  • Organize and attend weekly internal meetings and functions, prepare and track; weekly, monthly and annual results vs. our goals.

Accounting Administration:

  • Running the reports out of QuickBooks, managing vendor payments (mostly automated),
  • Monitors weekly, monthly, and yearly goals, manage budget
  • Make copies as needed
  • Open and distribute mail
  • Read and answer emails and mail
  • Buy supplies
  • Inventory supplies
  • Make appts and arrange for Buyer showings
  • Inventory signs and lock boxes
  • Take and deliver messages
  • Return calls
  • Send/receive email

First Class Customer Experience: (Maintaining high quality engagement with past clients)

  • Anniversary cards with Color CMA’s
  • Thank you! end of year w/HUD for past clients
  • Home Magazine subscription
  • Planning and coordinating client appreciation parties
  • Communicate and handle consumer complaints
  • Prepare and coordinate staging
  • Obtain an estimate of closing costs
  • Initiate the Title/Closing process
  • Coordinate the closing process
  • Confirm the distribution authorization
  • Review the closing paperwork (HUD-1)
  • Insure for all filings and notifications

  • Technologically savvy and able to learn new web based 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; able to prioritize and manage shifting responsibilities
  • Able 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
  • Excellent verbal and written communication skills
  • Proficient in time management
  • A true professional, who supports the entire team in achieving their goals
$20 - $25 / hour
About Arneson Real Estate Group

The Arneson Real Estate Group at Keller Williams is one of the fastest growing real estate groups in the East Bay. Our business has doubled in size yearly for the last four years and we are looking to continue building out our dynamic team. Our synergy humility, dedication willingness to go the extra mile is what drives our growth. As we scale our services, we strive to leverage our current traction and increase our customer acquisition rates which allows focus our efforts on serving more families. We specialize in serving families across the Contra Costa and Alameda Counties and we hope to continue our growth in scale. 

** Please complete the entire questionnaire that will be emailed to you to be considered for this position **

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