Real Estate Administrative Assistant
The Schwaegerle Team
San Luis Obispo, CA US
Posted ago
The Schwaegerle Team
We’re looking for a driven and dedicated real estate administrative assistant to join our growing team. Your job will be to complete and file the appropriate paperwork for transactions, oversee important deadlines and notify clients when necessary, adhere to legal and tax withholding requirements, and coordinate schedules for final walkthroughs and other appointments. You’ll also work with the team to manage the production of all marketing materials and facilitate local events to foster connections with people in the community. Our ideal candidate has superb organizational skills, a knack for customer service, and a strong understanding of the real estate transaction process. Does this position interest you? Apply today!!
  • Supervise production of all online marketing materials as well as brochures and flyers for events to professionally represent the real estate team
  • Plan travel arrangements, open houses, final walkthroughs, and other necessary engagements
  • Monitor deadlines and provide notices to appropriate parties when necessary
  • Keep track of all transaction documents in the client database and complete the necessary paperwork
  • Comply with tax withholding processes and legal requirements
  • Arrange for open houses and other community events to locally spread brand awareness
  • Fulfill client requests for information or other relevant transaction services in a quick and friendly manner
  • Generate status reports for the team on a regular basis to make sure company targets are being properly prioritized
  • Take part in employee development programs to strengthen existing skill sets in real estate administration

Listing Manager (Listing to Contract)

  • Oversee all aspects of sellers transactions from initial contact to executed purchase agreement
  • 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 the office broker for file compliance
  • Input all necessary information into the 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 & maintain communication with clients, agents, title officer, lender etc.
  • Submit all necessary documentation to the office broker for file compliance
  • Coordinate moving/possession schedules
  • Schedule, coordinate and attend closing process
  • Input all client information into client database system
  • Schedule 30 Day, 90 Day & 120 Day client customer service follow-up calls to assist with any home improvement provider recommendations and to ask for referrals

Marketing Director

  • Manage client database management program and system
  • Create and regularly prepare all buyer and seller consultation packages
  • Coordinate the preparation of all listing and open house flyers, graphics, signage and all other marketing materials.
  • Manage and update agent website(s), blog(s) and online listings
  • Regularly assist the agent to manage and enhance their social media presence
  • Track and coordinate all inbound leads from websites, social media and other online sources
  • Coordinate all client and vendor appreciation events
  • Regularly obtain client testimonials for websites, social media and other marketing materials
  • Coordinate and implement agent marketing videos & property videos on website(s), blog(s), social media and client database email campaigns

Administrative Manager

  • Oversee all aspects of the administration of the agent’s business
  • Create and manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up and all office administration
  • Maintain all agent financial systems, profit & loss statement, bill payment, budget(s), bank accounts, and business credit card(s)
  • Coordinate the purchasing of any office equipment, marketing materials and any other business-related supplies and materials
  • Create and update a business operations manual and all job descriptions/employment contracts for any future hires
  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires
  • Hold agent(s) accountable for conducting all agreed-upon lead generation activities
  • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts and lead generation

  • Understands how to utilize a database for processing client information and how to use Microsoft Office to create necessary documents
  • Prior experience in the real estate industry or as an office manager
  • Either already has or is working towards real estate license
  • Great written and verbal skills

  • Bachelor's degree required
  • A real estate license is not required, though will be beneficial

$20 - $25 hourly
About The Schwaegerle Team

The Schwaegerle Team is a husband and wife real estate team whose mission is to connect with individuals, to help others achieve their real estate dreams, build wealth through real estate, and love where they live. The team has been growing at a rapid rate and have catapulted themselves into the top 10% of agents in the region. The team is passionate about real estate, helping others, building community, and improving the lives of those around them.

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