Executive Assistant

Location

Frisco, TX | United States

Job description

Real Estate Executive Assistant Who are we looking for?  The Executive Assistant is an individual who is willing and able to earn the right to be an Assistant Executive. This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision. The Executive Assistant is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted. This individual may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability. An Executive Assistant is deeply committed to supporting the lead agent in achieving greater and greater levels of success, growing his/her own skills and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency. Responsibilities: What will you do? These are the standards a well-above-average performer will maintain or exceed: • To help the lead agent increase business • To help the lead agent decrease expenses • To assist the team in developing clients for life • To keep lead agent on track • To monitor goals • To handle all administrative duties Daily Musts: • Receive lead agent’s daily schedule • Handle all incoming phone calls • Handle all incoming emails; including the lead agent’s emails • Fill out daily meeting form at the end of the day • Communicate with lead agent and team • Monitor each active file Essential Duties Responsibilities: • Return all phone calls in a timely manner • Prepare and send all packages; pre-listing/listing/buyers • Maintain all files and loops in a neat and orderly fashion • Monitor and follow up on all transaction documents with all relevant parties from contract to close • Manage all aspects of PL with bookkeeper • Submit all relevant information to bookkeeper • Manage payroll for team through ADP • Submit payroll in a timely manner • Manage all marketing mailings; farm area/just listed/etc. • Send out Holiday and Birthday cards • Maintain team Facebook page with posts and relevant information • Constant communication and client care management with all clients/prospects • Post new listings and coming soon deals to production boards; online and in-office • Monitor weekly, monthly, and yearly goals • Update and maintain all clients’ records in database • Responsible for all data entry and reports • Manage all incoming and outgoing correspondence • Maintain and improve office policy and procedure manual • Run errands as needed: office supplies, bank, post office, etc. Client Care Responsibilities: • Pre-listing – Seller Client • Deliver or send pre-listing package • Call seller to confirm date/time of listing appointment • Add appointments to lead agent calendar • Prepare/update database, client file, and loop • Prepare CMA’s for lead agent • Prepare the listing package for lead agent Listing Clients • Update the database, client file, and loop • Monitor and follow up on all listings • Maintain client care via introductory email and weekly phone calls • Request/gather HOA documents • Request all relevant information from seller • Prepare, send, and follow up on all necessary documents for signatures • Coordinate professional photos and virtual tour • Input all proper information and photos to MLS • Create social media post and text • Order “For Sale” sign and relevant riders • Email MLS printout to seller • Work with marketing on property flyers, mailers, etc. • Email new listing to agents list • Coordinate lockbox drop off; make extra key if necessary • Confirm “For Sale” sign installation • Deliver and monitor that client has enough showing flyers • Update production boards; online and in-office Coordinate showings and Open Houses for property via ShowingTime: • Maintain showing/open house log • Ensure showing agent is on time and aware of showing instructions • Follow up with showing agent for feedback • Coordinate Open House days/times with seller • Coordinate who will hold Open House(s) • Follow up with Open House agent for feedback • Call seller with results of showings/Open House(s) each week on the market Pre-Buyer Consultation: • Prepare buyer consultation package for buyer agent • Call buyer to confirm date/time/location of buyer consultation • Add consultation to buyer agent calendar • Prepare/update database, client file, and loop Buyer Clients: • Update database, client file, and loop • Maintain client care via introductory email and weekly phone calls • Prepare, send, and follow up on all necessary documents for signatures • Confirm showing appointments with buyer agent • Print MLS listings for all showing appointments for clients Under Contract – Seller Buyer Clients: • Update database • Send congratulations email • Update production boards; online and in-office • Order “For Sale” sign rider – if applicable Coordinate inspection: • Send vendor recommendations • Confirm if inspection addenda is needed • Follow up on addenda execution • Notify and brief all parties when inspection period is over • Submit all relevant documents related to inspection to all parties Coordinate appraisal: • Ensure lender has ordered appraisalNotify and brief all parties when appraisal is complete Follow/maintain contract deadlines: • Ensure property disclosure is executed by deadline • Ensure inspection and any negotiations are executed by deadline • Coordinate extension terms – if applicable • Ensure HOA submission occurs by deadline • Ensure HOA approval is obtained by deadline Monitor loan completion: • Contact lender for frequent loan status updates • Update client on loan status and any possible changes to closing date • Coordinate extension terms – if applicable • Ensure all documents from title and lender will be ready by closing date • Coordinate closing with client and title • Confirm who from team will attend closing • Coordinate closing gift for client • Send “Thank You” bomb bomb video from lead agent to client • Send closing instructions email to client; confer with title to make sure instructions are approved • Notify all parties of closing date/time/location • Send final closing costs to client • Coordinate walk-through and key transfer Post Closing: • Report/claim SOLD to MLS and all related websites – if applicable • Coordinate lockbox pick up/drop off – if applicable • Arrange “For Sale” sign removal – if applicable • Coordinate with marketing to send “Just Sold” mailers – if applicable • Send “Thank You” email to title, lender, and co-op agent • Add co-op agent to agent database • Update client account in database • Request client review • Send client survey • Convert client file to SOLD Update client records: • MAPS coaching hub • Goals Qualifications: Lead Generation: • Manage rainmaker Facebook messages when needed • Create and manage annual schedule for quarterly phone calls, drop-bys, and events from rainmaker • Research and manage new streams for leads, track conversion rates, and ROI Database Management: • Expert in COMMAND, Keller Williams’ new database platform • Update database with notes from rainmaker, anniversaries, birthdays, etc. • Organize database utilizing COMMAND features like tags and groups for easy reporting Communications/Interactions Team & Communication: • Open/constant communication with rainmaker and executive assistant daily • Prepare and present reports for standard weekly team meetings • Review, master, and help manage the business’s budget Client Care: • Update all listing clients weekly with market updates, showing results/feedback, and provide next steps in the listing process • Congratulate all clients once closed via phone call, email, social media, text, etc. (scripts provided) About Company: Keller Williams, one of the most innovative and successful real estate companies in the world and we feel proud to be part of KW. Swati Shah, team lead for Swati Realty Team, is one of Top Producer, member of Agent Leadership Council and GRI-certified Realtor at Keller Williams Realty, Frisco Stars. She is a Top producer with over 14 years of experience. Originally from From India to Plano, Texas - Swati's journey reflects her dedication to helping families find their dream homes in DFW area. As Collin County local and mom, she understands the importance of finding the right space for your family. Swati's 'People First' approach ensures a personalized experience, guiding you at your own pace.

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