Real Estate Virtual Assistant

Job Description

Qualifications

We are seeking someone who is capable of implementing and managing multiple systems and projects with minimal supervision
This person has a high degree of creativity, organizational skills, attention to detail, and consistent communication
The right candidate thrives in a fast-paced environment to support the team in managing the client experience and will take on a wide variety of challenges and provide creative solutions
The ability to adapt to a constantly changing environment and shifting priorities is a must in a successful candidate
Social Media marketing experience required
Must have the ability to quickly shift focus and prioritize

Working knowledge of the following systems: Canva, Photoshop, CRM, Google Suite, Docusign, KW Command database system

Strong written and verbal communication skills

Marketing skills - social media, print, and web-based

Exceptional organizational and project management abilities

Great ability to focus

Concerned about doing things the right way

Calm under pressure

Learning-based

Service-based attitude

Proven ability to succeed

Customer Experience attitude

Growth Mindset

Thought Leader

Google (G-suit products, google drive, email, forms, sheets, word documents)

Microsoft Word

Canva/Adobe Photoshop

Responsibilities

Build, implement, and manage all systems for sellers, buyers, rentals, lead generation, database management, information management, and back-office support

Social Media & Email Marketing, including all social media platforms

Transaction management: Oversee all contracts through closing

This includes acting as a liaison between real estate agents, clients, attorneys, mortgage brokers, inspectors, etc. during the process of a transaction to effectively manage the administrative tasks involved from contract to close

Document management, including ensuring compliance with office, helping with e-signatures, and assistance with contracts

Create and maintain an operations manual that documents all systems and standards

Responsible for coordinating activities related to listings: validating info, inputting listings in Multiple Listing Service (MLS) system, submitting commission invoices, preparing marketing, managing signs & lockboxes

Responsible for appointment preparation including generating Comparative Market Analysis for Listings & Sales Comparisons for Buyers

Responsible for assisting with client events including but not limited to planning, day of coordination, set up & follow up

Database & client management including but not limited to house anniversary, birthdays, holiday cards, closing gifts & client events

Responsible for helping lead agent or showing assistant by scheduling and arranging showings as well as sending buyers/agents any relevant info or MLS attachments prior

Responsible for Open House coordination, set up & follow up

Send out Holiday/Anniversary Cards to Clients

Operations Manual for Real Estate Business

Operations Manual for Coaching Business

Create Social Media Templates/Content on Canva

Assist in the creation of marketing materials such as newsletters, blog posts, and promotional campaigns

Manage Email lists and subscriptions

Maintain and update CRM systems

Send Reminder/Follow-up communication for all transactions (transaction coordination templates/automation)

Assist in planning virtual events, webinars, workshops or online conferences

Learn DocuSign – to send forms to buyers, sellers, tenants after buyer consults and listing presentations

Input new leads, contacts, and client info

Track interactions with clients

Perform general admin duties such as data entry, file organization, and document preparation

Assist with project coordination and task management

Research and gather data as required

Adapt to additional tasks and responsibilities assigned

Send out recap and follow up emails to real estate and coaching clients with summary of meeting and follow up items

Post 2-3 times a week in what’s app chat with quotes, action items for coaching clients to complete

Monthly Coaching newsletter to coaching database/Manhasset office to solicit new coaching clients

Emails for testimonials to clients who have not submitted them

Questionnaires for new clients (pre-buyers’ packet and pre-sellers packet)- helps learn about the client and we can send to gather info before we schedule zooms

Create and update my Calendly for my schedule

Send out coaching agreements to coaching clients to get signed, enroll them in my what’s app, add to all calendar invites, tracking files, and shared folders