Real Estate Office Assistant
Spencer Hsu Real Estate
San Jose, CA US
Posted ago
Spencer Hsu Real Estate
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!!
  • Deliver concierge-level customer service to sellers, buyers, and lenders, to improve customer satisfaction ratings
  • Produce all marketing materials including brochures, flyers, online marketing, social media posts, etc. to continuously build our brand
  • Generate status reports for the team on a regular basis to make sure company targets are being properly prioritized
  • Plan travel arrangements, open houses, final walkthroughs, and other necessary engagements
  • Help organize community outreach events to improve our standing in the local area

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 profiles, research old multiple listing service (MLS) listings, etc.
  • Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities.
  • Obtain all necessary signatures on listing agreements, disclosures, and other necessary documentation.
  • Coordinate showings & 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 & 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 officers, lenders, etc.
  • Submit all necessary documentation to the office broker for file compliance.
  • Coordinate moving/possession schedules.
  • Schedule, coordinate & attend the closing process.
  • Input all client information into the 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 & system.
  • Coordinate the preparation of all listing & open house flyers, graphics, signage, and all other marketing materials.
  • Manage & update agent website(s), blog(s), and online listings.
  • Track & coordinate all inbound leads from websites, social media & other online sources.
  • Coordinate all client & vendor appreciation events.
  • Regularly obtain client testimonials for websites, social media & other marketing materials.
  • Coordinate & 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 & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.
  • Maintain all agent financial systems, profit & loss statements, bill payments, 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 & 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 & lead generation.

  • Must have high school diploma or GED
  • Previous experience in the real estate industry
  • License for real estate is preferred but not required
  • Flexible working schedule to accommodate clients on nights and weekends
  • Great written and verbal skills
$45,000 - $60,000 yearly
About Spencer Hsu Real Estate

Spencer Hsu, CEO of Spencer Hsu Real Estate, embodies the consistent pursuit of perfection. Spencer has built a reputation of reliability and honesty in the Bay Area, building on his 36 years as a local resident. With a tech-driven approach and extensive knowledge of market demographics, he quickly climbed his way to become a recognizable name and top 1% REALTOR in a record-breaking timeframe. In merely 4 years, he has represented hundreds of clients with their home-buying and home-selling needs, combining for over $200MM in local sales volume. His wide array of clientele continues to rely on his strength in market analytics and proven expertise when it comes to efficiently buying and selling homes in the modern real estate industry.

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