Adminstrative Assistant

POSITION SUMMARY

The Real Estate Administrative Assistant role is an integral part of our business. This person is the face and voice of the company and supports the efforts of the owner. This business has been in Oahu since 2003. Since then, the company has received the coveted award of Top 100 Realtors for 5 years.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Marketing

Schedule and organize personal marketing advertising on a monthly basis to ensure constant personal marketing.

Locate vendors to produce and distribute marketing materials and request prices from them, assuring the best quality products for the best prices.

Maintain routine contacts with graphic designers, printers, mailers and other vendors to ensure that deadlines are met.

Keep track of production, billing and shipping dates for advertising materials such as flyer's and brochures.

Enter new contact names, address, and emails from information request, open house guest books and other sources in our database. Make address corrections as they are received in databases.

Track and execute a mailing schedule and synch with the database to create merged letters and other correspondence.

Create marketing materials with agent such as writing copy for a newsletter or use pre-designed newsletter.

Respond to phone requests for information about your services by sending standardized packages of information.

Follow up on marketing materials with phone calls to make sure that customers received the letters and see if they are a current prospect for us to contact.

Carry out clerical task or arrange for other to do such tasks as stuffing envelopes and getting new postage in the meter.

Raise brand awareness and protect brand equity by Moderating and overseeing company’s social media platforms including but not limited to Instagram and Facebook.

Post QR codes on printed material.

General office duties

Always consider prioritizing income generating task first before beginning routine paper work to insure income for both agent and assistant.

Communicate with clients at least once a week to check on their needs and assure clients understand we care about their concerns and needs.

Keep Agent updated with all communication with clients to maintain continuity of communication between client, assistant and agent.

Plan all special projects with an action plan to assure there is a record of time and cost for all projects to be evaluated at the end of each year for the following year.

No smoking permitted inside or outside of office.

Maintain a good solid working relationship with agent and client.

Plan a daily to do list and discuss/present to agent to assure each activity is a priority to both the agent and the assistant.

Manage Incoming Calls

Answer the phone with a friendly and upbeat attitude and show a caring attitude to everyone who comes in contact with our company.

Prospecting

Develop prospects list - Locate addresses and phone numbers for targeted seller categories to use for direct mail. Scan the MLS for expired listings, research tax records for out of state owners, check local newspapers for unrepresented sellers and search all possible media to find prospects for buying of selling.

Analyze market demographics to look for new niches. Contact local economic development councils or community groups to find demographic information about our community. Find who is moving in and who is moving out and what niche agent should focus on.

Create a warm call list from responses to mailings or other promotions. Return calls to all prospects even if they do not need agent's services right away but still send them information about agent.

Record which marketing category or contact method netted a particular sale. This will allow agent to evaluate how much time and money was spent prospecting to each category vs. how much commission income was generated from transaction in that category within specific period.

Listing Support

Review and proofread all listings for corrections and make changes as needed.

Organize and send Just Sold and Just Listed cards for all listings to increase marketing exposure of property and agent and possibly increase listings in area.

Maintain photos in MLS and all websites. Ensure all photos are inputted and represent the property well. If photos do not represent the property well, notify agent right away.

Obtain feedback from all showings and forward to seller and agent. Keep a feedback log up to date. This will ensure good communication with client and help both client and agent suggest changes that may help client sell home faster.

Keep all price changes up to date in MLS, I-online and all websites to help maintain correct information for anyone who may see it, including agents, sellers and prospects.

Schedule weekly, monthly and quarterly ads in all advertising media for active listings to ensure clients receive all the advertising they were promised.

Assemble pre-listing and listing packets using our standard format. Listing packets and pre-listing packets to be ready at moments notice so that agent can list a home as quickly as client may need.

The listing packet should include the following:

Distribute the pre-listing packet a few days before the listing presentation. Deliver the packet via express mail or in person then follow up with a phone call to make sure that the seller received it.

The pre-listing packet should include the following:

Conduct Primary CMA research following a preprinted form provided. This will include searching the MLS for relevant pricing data on recent sales and listings. Data will be given to the agent to interpret and then put in a nice presentation packet to be given to seller at listing appointment. At all times agent and assistant will strive for a professional presentation using quality data, quality media and quality interpretation of data.

Review all ads after publication to check for errors or needed changes in the future to ensure we produce only quality media for both the client and the agent. The agent and assistant will strive to immediately correct errors if they occur, understand why the error occurred and take action so it does not occur again.

Make copies of all ads and send to sellers on a weekly basis so that clients know what is being done for them.

QUALIFICATIONS

Proficient in Quickbooks, MS Word, Excel, Outlook, and office machines.

Attention to Detail.

Able to follow both written and verbal instruction with minimal error.

High level interpersonal and communication skills, both written and verbal.

High level of integrity and professionalism.

Able to work effectively under pressure and time constraints.

Must be able to multi-task and take instructions from multiple staff members on multiple projects.

Exceptional organization is crucial – you must be naturally organized and able to rely on putting your own systems in place to ensure productivity.

EDUCATION and/or EXPERIENCE

Held a role as an assistant to an executive for a minimum of 5 years.

Experience in real estate (preferred).

High School Degree.

EQUIPMENT, MACHINES, VEHICLES USE

Able to use all office equipment and have the use of a personal vehicle.

WORK ENVIRONMENT

Office environment with air conditioning and moderate noise level.

WORK SCHEDULE

Ability to work weekends and extended hours on occasion.