Real Estate Administrative Assistant
Robyn Icenhower & Associates
Visalia, CA US
Posted ago
Robyn Icenhower & Associates

We’re searching for a diligent real estate administrative assistant with an exceptional eye for detail to support daily operations by performing many administrative tasks. You’ll be responsible for managing all paperwork in a timely manner, notifying clients of approaching deadlines, ensuring each deal goes through the proper legal channels, scheduling appointments and walkthroughs, and providing superb customer service. This requires an individual with strong time-management skills who can prioritize projects to meet deadlines in a fast-paced and team-oriented environment. Applicants should be extremely thorough, possess great interpersonal skills, and have basic knowledge of paperwork processes and database management. If this sounds like you, apply today!

  • Regularly update social media and respond to followers
  • Deliver reports on monthly analytics across web and social platforms and advise on improvements
  • Help marketing staff achieve our goals through the implementation of advertising, digital, and communication plans
  • Create marketing materials including website content, advertisements, social media posts, and other collateral that is polished and on-brand
  • Oversee website, mailing lists, analytics, and SEO to ensure content is regularly updated with the most recent information

  • Oversee all aspects of the administration of the agent's business
  • Manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up
  • Obtain all necessary signatures on the purchase agreement, disclosures, and other necessary documentation
  • Coordinate inspections for both buyer and seller
  • Request weekly status updates and provide the updates to sellers and buyers
  • Submit all necessary documentation to the office broker for file compliance
  • Input all necessary information into client database and transaction management systems
  • Manage client database management program and system
  • Hold agent(s) accountable for conducting all agreed-upon lead generation activities
  • Ensure that all agent activities are limited to listing a property, showing property, negotiating contracts, and lead generation
  • Regularly attend weekly team meetings

Above Standard Performance: These are the standards a well above performs will maintain to success:

30-Day Goals 

  • Learn and understand real estate terminology and how a real estate transaction takes place
  • Complete ICC Module training 
  • Complete all onboarding tasks 
  • Demonstrate how to correctly close a seller and buyer transaction 
  • Develop and implement system to track all inquiries from clients, agents, escrow companies, and mortgage brokers 
  • Learn and understand process to manage and maintain all seller and buyer transaction files
  • Understand and learn the system for handling all financials and effectively communicate it to the team
  • Meet and form relationships with Robyn Icenhower & Associates listing and buyer agents and transaction vendors (Lenders, Title, Inspectors) 
  • Understand and learn the transaction pipeline 
  • Read contract documents (e.g. amendments, buyer agencies, listing agreements, cancellation notices) to become familiar with where information is located within each document and its purpose as it relates to a real estate transaction. Also, learn what contract documents are required for a transaction
  • Read and understand all email templates to handle most frequent customer inquiries 
  • Complete Command training to enter commission statement information, and for broker compliance
  • Be present at weekly team meetings

60-Day Goals 

  • Put together one closing file for an agent with all required documents 
  • Draft one commission statement 
  • Understand all contracts and be able to effectively communicate all terms, conditions, and contingency plans with clients
  • Own all financials and effectively communicate metrics to leader 
  • Own and manage all systems for buyers, sellers, lead generation, database management, and back-office support

90-Day Goals 

  • Handle all associate and client inquiries within 24 hours during regularly scheduled business hours 
  • Handle one transaction from contract to close 
  • Obtain testimonial from client once close is complete—result would be a positive testimonial 

  • Experience with social media platforms, CRM, CSM, and public relations
  • Advanced knowledge of current market trends
  • 2 or more years of experience in an ad agency environment or related environment
  • 4-year degree in Marketing, Journalism, Business, or related field required
  • Should be an experienced communicator with solid project management skills

  • Strong computer skills
  • Strong organizational skills
  • Strong interpersonal and communication skills
  • Excellent organizational and attention to detail
  • Assertive, professional, diplomatic, able to prioritize, and manage multiple tasks
  • High degree of adaptability and flexibility
  • Strong desire to learn new skills and knowledge
  • Excellent work ethic, dependability and dedication to team/company
  • Personal desire/value to produce quality work
  • Ability to maintain confidentiality 

About Robyn Icenhower & Associates

Our Mission: To set the bar that exceeds the industry reputation by providing a level of customer service that exceeds your expectations and guiding you through the process of a real estate transaction whether it be your first time or 100th time. Buying and selling a home is one of the top 3 biggest stressors in one's life. I am honored to work with my professional team of licensed realtors that assist me in making your experience one that is smooth and successful. Our goal is to create clients for life!.

We've helped amazing people relocate to our community. Continuously, we welcome each family as if they were a long-lost relative. After each experience, we began to realize that we are more than just your Realtor, we are a connector and a resource for our community.


  • Growth Opportunities
  • Education
  • Advancement

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