Real Estate Administrative Assistant

Qualifications
Radical Candor
It requires someone with exceptional organizational skills, a keen attention to detail, and a robust understanding of the real estate transaction process
The ideal candidate will have a strong administrative background and be adept at balancing multiple priorities in a dynamic, fast-paced environment
Proficient understanding and experience with the FAR-BAR AS-IS Residential Contract, Listing Agreements, and Buyer’s Broker Agreements
Proficiency with Apple products, Canva, Asana, Dropbox, Zoom and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Strong command of Stellar MLS and CRM tools
Exceptional verbal, grammatical and written communication skills
Proficient typing skills with an average speed of 60+ wpm
Ability to communicate effectively with a variety of stakeholders including clients, senior management, tea ---------- mbers and external partners
Excellent organizational and time management skills
Expert in knowing how to prioritize tasks based on the Team Leader’s expectations and needs of the client
Ability to prioritize tasks and manage multiple projects simultaneously in a fast-paced environment
Strategic ability to think about systems and processes and continuously innovate ways to make the company and client experience better
Self-starter, self-manager: Takes initiative, anticipates needs, and gets things done consistently on time
Professionalism: Always conducts themselves in a professional manner (inside of the company and outside) and lives a service-oriented attitude
Grace and poise under pressure: This role is best suited for someone that does not get easily stressed or overwhelmed
They stay calm and composed when challenges arise, effectively pivoting to find solutions without ever compromising quality

Proven track record of success as an Executive Assistant or real estate agent
Minimum 1 -2 years of recent experience in a real estate administrative role and/or managing real estate transactions
Proficient in managing listings, scheduling property tours, Stellar MLS data entry and closing real estate transactions
Proficient understanding and experience with the FAR-BAR AS-IS Residential Contract, Listing Agreements, and Buyer’s Broker Agreements
Experience in managing high-volume communication and scheduling
Minimum of 60 words per minute (wpm) with exceptional grammar, for efficient communication and document preparation
Must be able to prioritize tasks effectively, meet deadlines, and keep multiple projects on track in a fast-paced environment
Ability to adapt to occasional after-hours or weekend work when business needs require it
A commitment to managing sensitive information responsibly and carefully
Must be coachable and receptive to feedback, eager to learn, and capable of accurately following instructions
Monthly 1:1 meetings with Team Leader will be a requirement
The candidate should be comfortable driving regularly and have reliable personal transportation to manage this aspect of the


Responsibilities

Daily activities will include coordinating the Team Leader’s schedule, managing communications, preparing real estate documents, and assisting with marketing initiatives
The Executive Assistant feels most comfortable in a supportive role and is naturally organized, flexible, efficient, adaptable, responsive, and willing to handle a variety of projects and tasks in an organized fashion and efficient manner
The Executive Assistant will ensure that our clients receive the highest level of service and support, serving them to seamlessly navigate their real estate journey, and ultimately, aiding in their successful transition into the next chapter of their lives
Positive attitude: Exhibits a can-do spirit, is fun to be around and contributes towards a positive team atmosphere
Does not complain, blame others, make excuses, or gossip
Is very coachable and takes personal responsibility
To always conducting themselves in a professional manner (inside of the company and outside) and lives a service-oriented attitude
Always be punctual and maintain a standard of arriving 10-15 minutes before every appointment
Connect deeply with The Hazera Team’s core values and be willing to be held accountable to those standards
Must be free from chemical dependency and demonstrate sustained mental and emotional stability in order to maintain safe boundaries with and for clients
Live within a 30-minute radius of Winter Park and be able to work from the office during business hours
Stay informed on real estate trends and best practices as well as ensuring that all licenses are current with ample notice to complete required continuation education before deadlines
Pursue personal growth and educational opportunities relevant to the role
Keep up with the Brokerages rules and regulations and maintain a professional standard that is aligned with our brand
The Executive Assistant will advance the mission of The Hazera Team by ensuring that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the Executive
Administrative Support: Serve as the primary support for the CEO, managing schedules, travel arrangements, and correspondence
Prepare and process sales reports, presentations, and documentation
Answer, screen, and direct calls while taking accurate messages
Maintain organized records and files in Dropbox and office filing system and keep them current
Retrieve mail from local PO BOX
Ensure the broker has all documentation requested in a timely manner
Track expenses and submit receipts and expense reports for personal expenses, when needed
Personal Assistance: When asked, complete a variety of personal tasks as needed, including, but not limited to, conducting research, personal or medical appointments, coordinating date nights, vacations, scheduling educational meetings and school events, and scheduling childcare or school pickup if needed
Management of Emails: Take total ownership of processing and responding to business emails on behalf of the Team Leader with the goal of getting to inbox zero every day
This is a very high stakes industry with a lot of money at risk on each transaction
No one should go without a response for longer than 24 hours, which will require critical thinking, proper planning, alignment to the priorities of the Team Leader, and the ability to make recommendations on responses, while following through to ensure we always respond in a timely manner
Real Estate Operations: Draft and review contracts accurately, manage ELB lockboxes and track inventory, attend inspections and listing photoshoots, and ensure smooth transaction processes, ensuring all deadlines are met
Act as the primary client and vendor liaison and manage the transaction process from contract to close
Must keep CRM systems and MLS reports current, managing and updating client data efficiently
Marketing Management: Schedule photo and video shoots for properties
Organize team and client events, open houses, and craft personalized note cards, and develop marketing strategies
Design and send email blasts for listed and sold properties
Order sign installation with Brokerage
Order, schedule and drop off marketing collateral (EDDM Marketing Campaigns) to potential listings, post office and from local print shops
Systems Development and Metrics Tracking: Develop and document SOPs in Trainual, regularly update systems and checklists, track and report IPT’s (Individual Performance Targets), and provide daily/weekly updates on transactions, marketing efforts, and operational status
Client Experience: Listing Preparation assistance
Personalize and manage client gifts for closings, set up clients on weekly listing reports
Implement and refine systems to improve the overall client journey, ensuring a top-tier experience
Scheduled touches with the client to provide pertinent updates and make sure that their expectations are not only being met but exceeded
Calendar Management: Coordinate both business and personal appointments and overseeing the Team Leader’s schedule to make sure he arrives at his commitments on time
Ensure that each Team Leader’s priorities and projects are accounted for and make recommendations on changes and shifts to accommodate and align to the critical priorities
Proof the calendar weekly and ensure that changes to the calendar account for the stakeholders impacted
Execute calendar adjustments in a timely manner and with attention to detail to ensure all links are working and pertinent details are included
Anticipate needs and make recommendations to align to those needs
Meetings: Schedule meetings, book conference rooms, and create agendas for meetings
Determine when catering or meal reservations are needed for meetings and arrange accordingly
Ensure that all meeting preparation has been completed prior to the meeting
This could include research, briefings, or other preparation activities
Take clear, concise, and actionable notes during meetings
Team Training and Event Support: Ensure that Team Leader is fully prepared for speaking or presenting at team training events
Coordinate with appropriate teams to ensure adequate time to prepare for events is reflected on the calendar
Proactively take care of all the details surrounding team events (Zoom links, lunch, room setup, etc) to allow the Team Leader to focus on the presentation / event