Real Estate Administrative Manager
904 Home Guide Team
Jacksonville, FL US
Posted ago
904 Home Guide Team
We’re in search of a detail-oriented real estate office manager to oversee our daily operations, supervise administrative staff, and ensure our business runs efficiently. You’ll be responsible for updating MLS listings, assisting with contracts, and scheduling team meetings. You’ll also be in charge of the office budget and ordering supplies. Our ideal candidate is an experienced manager, a quick problem-solver, and a positive team player. If you’re interested in a leadership position with lots of variety, we want to hear from you!
  • Arrange for team meetings, appointments, and travel
  • Keep office well stocked and order supplies as needed, as well as maintaining office equipment
  • Support other realty departments when necessary
  • File paperwork and assist other real estate brokerage employees with contracts such as title exams, title sheets, executing commissions, and coordinating buyer and seller information when necessary
  • Supervise administrative assistants and direct daily operations to make sure procedures are followed

  • Manage the "contract to close" process, helping get buyers contracts written and submitted along with all supporting documents (pre-approvals, sellers disclosure, HOA disclosures, etc) 
  • While under contract, communicate with all parties to a transaction (co cop agent, lender, inspections, insurance, title) to make sure all dates are hit
  • Maintain checklists and compliance in brokerage online portal (documents, closing statements)
  • We currently have 10-12 pending contracts and have closed on 30 homes so far this year and are on target for 50 transactions this year and shooting for 100 next year (adding 2 more agents to the team soon)
  • Manage listing side, working with photographers and stagers and sellers to ensure the home is "picture perfect" for launch in MLS
  • Input listing into MLS, along with showing instructions, supporting documents
  • Follow up after showings to get feedback from agents and prepare weekly marketing update reports to sellers showing traffic, showings, feedback, etc
  • Manage transaction once under contract (scheduling inspections, repairs, staging removal, cleaning, lockbox removal)
  • Manage marketing to include social posting to team pages, monthly newsletter emails (sent 2-3x a month) to past clients, and sphere of influence
  • Maintain CRM and assist agents in setting up campaigns in the system
  • Keep websites updated with blog posts, testimonial pulls from portals for each agent, and the team
  • Schedule and execute quarterly client appreciation events including working with preferred partners (lenders, title, insurance, inspection) to help with costs and/or sponsorships. Send invites, follow up via phone, email and text closer to event
  • Post close follow up with clients, keep track of birthdays, home purchase anniversaries and send cards and reminders to agents
  • Send post-closing review reminders and follow-ups to get reviews on Zillow, Google, HomeLight, Facebook
  • Keep production spreadsheets and Illum system updated for each agent and team roll up
  • Mastermind with other Ops Directors monthly regarding best practices 

  • Basic computer skills including experience with Microsoft Excel
  • 2 years of office management experience or similar work experience required
  • Displays strong communication, problem-solving, and time management skills
  • Real estate license not required, but knowledge of the real estate industry is a plus
  • High school diploma, G.E.D. or equivalent required, bachelor’s degree preferred
$35,000 - $50,000 yearly
About 904 Home Guide Team

Top Producing Real Estate Team in NE Florida. Proudly serving over 50 clients annually (and over 20MM in volume). Former business owner of a 3 Time Jacksonville Business Journal Top 50 fastest growing company award dedicated to serving clients at the HIGHEST level and making home buying or selling experience as smooth and painless as possible. Committed to lifelong learning and maintaining a culture of fun and accountability and rewarding top performers for their efforts and results.

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