Today we are going to talk about real estate administrative assistant training. You may be looking to hire a real estate administrative assistant. Or, you may be an administrative assistant on a real estate team and you’re looking for a good training resource. It is absolutely pivotal to have a systematic approach to training for an administrative assistant.
It’s important to look at the best way to train an admin assistant. I’m going to provide you with examples of what we have here at Icenhower Coaching and Consulting.
The ICC Listing and Closing Checklist includes four parts: the Pre-Listing Checklist, the Listing Contract Checklist, the Seller Closing Checklist, and the Buyer Closing Checklist. These lists contain detailed administrative functions and to-dos for each stage of the process.
Another excellent example of a checklist we provide in our Admin training is the Listing Manager Introduction Call Checklist. This checklist contains everything an admin should be asking or telling a client during the listing process.
Administrative assistants are detail-oriented. Training them based on these checklists is a very efficient and thorough way to ensure they know exactly what they must do. Admins are not as scatter-brained or social as real estate agents, typically. This is why they do these tasks so well. They are steady and they follow instructions. Because of these strengths, they typically like to learn things in an orderly fashion.
Oftentimes, administrative assistants are trained on-the-go. If you don’t have a structured training process, you might just throw them into the mix and say “I’ll teach you what I need to you to do along the way.” This is a very intimidating and disorganized approach to training an admin. It’s inefficient and works against how an admin would prefer to learn.
When you provide your real estate administrative assistant with a structured training that gives them step-by-step guidance, you are setting them up for success. Of course you will still be teaching them things on the fly as they come up, but that checklist approach will be a great way to provide them with a firm foundation.
The longer the checklist, the better you will be training your real estate administrative assistant. Though a long checklist may seem intimidating, it’s actually beneficial to your admin because it is breaking down the tasks into more detailed instructions. There is less room for error or confusion when each task is spelled out extensively.
You’ll begin meeting with your administrative assistant weekly to check in and make sure they are keeping up with all of their tasks. Eventually your admin will be balancing multiple checklists at once as they are supporting you through multiple transactions at once. This is where your detailed checklists really come in handy because they help insure that important steps are not skipped.
Remember that you are not just training your administrative assistant on how to do the tasks, you are also training them the order in which the tasks must be done. They will quickly be able to learn the sequence and the reason “why” things need to be done in a certain order. This is great for deeper learning and helps them understand the process.
In a nutshell the admin job description is broken into four key areas. 1. The Listing Manager (listing to contract tasks), 2. The Transaction Coordinator (contract to close tasks), 3. Marketing Director, and 4. Administrative Manager. First two parts is the checklist. Marketing tasks are sprinkled in the checklist eventually, too. The administrative management tasks come next in order of importance. The priority, when it comes to training, is getting your admin to master the first two parts. Once they’ve trained and learned those, we can begin to sprinkle in marketing tasks and administrative tasks.
Our real estate administrative assistant training course will train your admin from start to finish. It encompasses everything we have discussed today, and then some. This nine-module course not only identifies the four key roles of a real estate assistant, but it also breaks down the precise workflows when serving as a listing manager, transaction coordinator, marketing director, and administrative manager.
Whether you’re an agent learning how to train your assistant, an assistant looking for your own training process, or you’re both reading through these materials together, this course provides the explanations and concrete examples of best practices in real estate offices so you don’t have to. You can check it out here: ADMIN: The Complete Training Process for Real Estate Administrative Assistants You can also watch the video included in this blog for a preview of what is included within the course.
