Transaction Coordinator: FOR EXP AGENT

The Nesbitt & Co. Signature Team Real Estate Assistant Training Manual

Role Overview:

The Real Estate Assistant is responsible for providing administrative support, managing transactions, assisting with marketing, and ensuring smooth day-to-day operations for The Nesbitt & Co. Signature Team.

Key Responsibilities:

1. Administrative Support

Manage calendars, schedule meetings, and coordinate appointments.

Respond to emails, calls, and messages promptly.

Organize and maintain client databases and files.

Prepare and submit contracts, agreements, and disclosures.

2. Transaction Coordination

Track contract timelines and ensure all deadlines are met.

Communicate with clients, agents, lenders, attorneys, and title companies.

Assist in preparing and reviewing listing and buyer documents.

Schedule and coordinate inspections, appraisals, and closings.

3. Marketing & Social Media Management

Create and schedule social media posts (Facebook, Instagram, LinkedIn, etc.).

Design marketing materials such as flyers, brochures, and email campaigns.

Update and maintain the company website and property listings.

Assist in organizing open houses, client appreciation events, and networking activities.

4. Client Relations & Lead Management

Maintain CRM system and follow up with leads.

Assist in pre-qualifying potential clients before connecting them with an agent.

Send client appreciation gifts and manage referral programs.

Provide excellent customer service to enhance client relationships.

5. Office Operations & Team Support

Order office supplies and ensure the workspace remains organized.

Assist with onboarding new tea ---------- mbers.

Monitor key performance metrics and assist in team goal-setting.

Training Modules:

Week 1: Onboarding & Introduction

Overview of The Nesbitt & Co. Signature Team mission, values, and goals.

Review of assistant responsibilities and daily workflow.

Training on communication tools (email, phone, CRM software).

Introduction to MLS and real estate transaction processes.

Week 2: Administrative & Transaction Management

Hands-on training in document preparation and compliance.

Learning transaction timelines and deadline tracking.

Practice scheduling and coordinating showings, inspections, and closings.

Role-play client and vendor communication scenarios.

Week 3: Marketing & Lead Generation

Training on social media content creation and scheduling.

Overview of marketing strategies, including email campaigns and open house promotions.

CRM management and lead tracking best practices.

Assistance with photography and listing presentations.

Week 4: Client Relations & Business Growth

Mastering follow-up techniques and referral program strategies.

Training on customer service excellence and problem-solving.

Learning how to organize and execute client appreciation events.

Conducting performance review and setting future learning goals.

Performance Expectations & KPIs:

Response Time: All inquiries responded to within 24 hours.

Accuracy: 100?curacy in transaction documentation.

Social Media Engagement: Minimum of 3 posts per week on company platforms.

Lead Follow-Up: Contact all leads within 24 hours of receipt.

Transaction Deadlines: Ensure 100% of deadlines are met.

Tools & Software Used:

CRM System (Follow Up Boss, KVCore, etc.) – For lead management. SKY

Google Workspace (Gmail, Docs, Sheets, Calendar) – For communication and document storage.

Canva / Adobe Spark – For marketing and social media graphics.

DocuSign / Dotloop – For contract management.

MLS System – For property searches and listing management.