Real Estate Executive Assistant Job at Doherty Real Estate Group in Mission Viej

We’re in search of an organized, professional real estate executive assistant to serve as the main point of contact for the principal broker. Your responsibilities include relaying important messages to the broker, scheduling the broker’s meetings and trips, and systematizing information in the client databases. In addition, you’ll need to file paperwork and purchase office equipment and assist with other teams as needed. Applicants should be decisive, thorough, and excellent communicators. Ready to join the team? Start your application today!

Responsibilities:

1. Keep a balanced record of the broker’s business transactions
2. Function as the main point contact for the principal broker
3. Adjust to the needs of the real estate office and execute other assistant duties when necessary
4. Manage the client database to keep information orderly and confidential
5. Implement filing systems and order office supplies as needed
6. Provide a concierge level of customer support as the first point of contact in handling customer inquiries and complaints of all contracts through closing
7. Keep the lead agent informed regarding challenges and issues that need to be handled
8. Provide an executive level of administrative support which includes but is not limited to: calendar management, phone, and email management, overseeing other staff members, “managing” the Lead Agent
9. Assist the Agent in lead generation and follow-up
10. Manage a high volume of leads and help prioritize inbound sales inquiries
11. Support the agent in converting leads to appointments by managing their lead generation and follow-up time blocks
12. Assist in qualifying leads by discovering if they are ready, willing, and able to move forward with the buying and/or selling process and track the team’s Agents’ activities
13. Oversee all Listing Coordination including managing all marketing, listing paperwork, and assisting with drafting property descriptions for new properties
14. Manage all Internet marketing which includes updating the website, email blasts, and updating social media posts as needed
15. Coordination and scheduling of vendors for home inspections, staging, and preparing the property to show
16. Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support
17. Create and maintain an operation manual that documents all systems and standards, including video documentation, to be well organized and in the cloud

Qualifications:

1. Strong interpersonal skills and time management skills
2. 2-3 years experience as an executive assistant or administrative assistant
3. Experience in the real estate industry preferred
4. High school diploma or equivalent required
5. Used to handling private information and meeting hard deadlines

Essential duties and responsibilities:

1. System development, implementation, and management
2. Information management
3. Oversight of contracts through closing
4. Customer/vendor relations
5. Bookkeeping (A/R and A/P)

Communications/Interactions:

1. Lead Agent – daily
2. Agent Team – daily
3. Administrative Team (as appropriate to team structure) – daily
4. Buyers/Sellers/Vendors – as appropriate

Management Responsibilities:

1. All administrative team members
2. Partner Agent Accountability

Knowledge/Skills:

1. Strong written and verbal communication skills
2. Exceptional organizational and project management abilities
3. Bookkeeping skills
4. Great ability to focus
5. Concerned about doing things the right way
6. Calm under pressure
7. Learning based
8. Service-based attitude
9. Proven ability to succeed
10. High school graduate
11. Bachelor’s degree preferred
12. Real estate license preferred
13. 1 – 3 years of service and management experience
14. 3 – 5 years of administrative experience

Compensation:

$69,000 yearly