Administrative real estate assistants are frequently underutilized and perform only limited duties when compared to the responsibilities outlined in their actual job descriptions. Out of a fear of letting go of certain tasks, most agents effectively hold their real estate assistants back for fear of letting go.  In turn, many real estate assistants are never permitted to grow in their role by taking on the majority of the business servicing tasks to allow agents more time to focus on income producing activities.  So let’s examine the full set of duties that a fully functioning administrative real estate assistant should be performing, and how the role should be divided as real estate teams increase production and make additional hires in the future.  Then we have provided a sample job description for an administrative real estate assistant that encompasses the activities of the four different roles that an agent’s first real estate assistant should perform.

The Duties of a Real Estate Assistant

Sample Real Estate Assistant Job Description

 1.  Listing Manager (Listing to Contract)

  • Oversee all aspects of sellers transactions from initial contact to executed purchase agreement.
  • Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc.
  • Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities.
  • Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.
  • Coordinate showings & obtain feedback.
  • Provide proactive weekly feedback to sellers regarding all showings and marketing activities.
  • Coordinate all public open houses and broker open houses.
  • Input all listing information into MLS and marketing websites and update as needed.
  • Submit all necessary documentation to office broker for file compliance.
  • Input all necessary information into client database and transaction management systems.

2.  Transaction Coordinator (Contract to Closing)

  • Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.
  • Coordinate title/escrow, mortgage loan and appraisal processes.
  • Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.
  • Regularly update & maintain communication with clients, agents, title officer, lender etc.
  • Submit all necessary documentation to office broker for file compliance.
  • Coordinate moving/possession schedules.
  • Schedule, coordinate & attend closing process.
  • Input all client information into client database system.
  • Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.

3.  Marketing Director

  • Manage client database management program & system.
  • Create & regularly prepare all buyer & seller consultation packages.
  • Coordinate the preparation of all listing & open house flyers, graphics, signage and all other marketing materials.
  • Manage & update agent website(s), blog(s) and online listings.
  • Regularly assist agent to manage & enhance agent’s social media presence.
  • Track & coordinate all inbound leads from websites, social media & other online sources.
  • Coordinate all client & vendor appreciation events.
  • Regularly obtain client testimonials for websites, social media & other marketing materials.
  • Coordinate & implement agent marketing videos & property videos on website(s), blog(s), social media and client database email campaigns.

4.  Administrative Manager

  • Oversee all aspects of the administration of the agent’s business.
  • Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.
  • Maintain all agent financial systems, profit & loss statement, bill payment, budget(s), bank accounts, and business credit card(s).
  • Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.
  • Create & update a business operations manual and all job descriptions/employment contracts for any future hires.
  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.
  • Hold agent(s) accountable for conducting all agreed upon lead generation activities.
  • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts & lead generation.

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