Now Hiring - The Willis and Smith Group with Keller Williams Realty - Professional Services Executive Assistant in Newburyport, MA

Full description of the position

JOB DESCRIPTION

• Maintain employers calendar to include logging upcoming appointments and modifying existing appointments.
• Schedule appointments such as showings with clients, meetings with vendors, and personal appointments if asked.
• Maintain contact with clients to ensure they do not need assistance with any active transactions, their listing, or their home search in the event employer is unable to follow up. Create relationships with clients to make them comfortable with utilizing employers assistant when needed.
• Set up property searches within the MLS system for current buyers based on criteria given by employer.
• Process new listings that will be coming on the market to include initial listing paperwork, MLS database entry, specific marketing tasks related to the property such as social media posts, connecting vendors with clients if external services are needed, scheduling open houses, obtaining showing instructions, and other misc. listing related items.
• Draw up offers for buyer clients based on the terms given by employer, and then circulate to client for signatures. **POSSIBLE RESPONSIBILITY**
• Process new deals that have gone in contract, to include initiating contact with the client with a formal introduction, initiating contact with vendors involved, coordinating inspections, maintaining communication with attorneys, circulating and preparing addendums as needed, and monitoring loan progress of the buyer. Other misc. tasks may be involved post closing to include obtaining testimonials, submitting file for commission payout, updating contact database, completing administrative paperwork, and adding client to future marketing efforts. **POSSIBLE RESPONSIBILITY**
• Assist in marketing efforts to include social media management, preparing marketing materials such as flyers or postcards, coordinating mailings, and maintaining marketing campaigns. Additional marketing projects may be assigned based on experience.
• Create and maintain tracking spreadsheets of employers sources of business, as well as transaction spreadsheets summarizing active deals.
• Monitor employers email account to ensure all emails are being responded to as needed.
• Maintain offline file system to ensure employer has access to all important documents related to listings and closings at any time.
• Provide miscellaneous support to other agents within the team, as needed.

REQUIRED SKILLSETS

• Strong ability to multi-task
• Customer service oriented
• Intermediate computer skills at a minimum
• Basic knowledge of marketing
• Ability to handle pressure in high business volumes
• Proficient written and verbal communication skills
• Attentive to details
• Ability to work independently
• Willing to be a part of a team with additional job duties as needed
• Active RE license

COMPUTER SKILLS/KNOWLEDGE

• Full understanding of all Microsoft products, to include Word, Excel, Powerpoint, Publisher, and Outlook.
• Adobe Acrobat
• Able to quickly learn internet based databases independently (there are many different systems that we use that will need to be learned)
• Technical troubleshooting experience

AVAILABILITY

The ideal candidate will be able to work approximately 35-40 hours a week, possibly up to 45 hours depending on business, with the understanding that there will be occasional assistance needed on weekends, or later in the evenings during "off" hours. There may be slower weeks, but plan to be working at least 35 hours.

IDEAL CANDIDATE

The type of candidate I am looking to hire will have knowledge and experience within the real estate industry, as well as having been a personal assistant or executive assistant in the past. I am looking for a dedicated, driven individual who thrives on being successful and willing to help grow my business. The individual must be patient, committed, and flexible. A fast paced mentality is needed to perform all essential job functions. MINIMUM REAL ESTATE EXPERIENCE: 3 YEARS

Typical end time:

• 5PM

Typical start time:

• 8AM

Work Remotely

• No

Job Type: Full-time

Benefits:

• Flexible schedule

Schedule:

• Day shift
• Monday to Friday
• On call
• Weekends as needed

Application Question(s):

• Are you willing to take on both administrative assistant duties, and licensed realtor duties as needed?

Experience:

• Executive Assistant: 3 years (Required)
• Real Estate: 3 years (Required)

License/Certification:

• Real Estate License? (Required)

Ability to Relocate:

• Newburyport, MA: Relocate before starting work (Required)

Work Location: In person