Personal Assistant to a Real Estate Agent in California

VIRTUAL Assistant Job Description (READ TO THE BOTTOM TO LEARN HOW TO APPLY)

Don't just send me a cut & paste message, I won't reply. If you follow directions on applying, I will reply.

Overview: Responsible for performing a variety of administrative duties to help the Real Estate Agent keep on track to increase business, improve profitability and develop life-long clients.

Daily Musts:
Receive agent’s daily schedule
Handle incoming phone calls
Handle incoming emails
Handle incoming agent emails
Fill out daily meeting form at the end of the day
Communicate with Shannon, clients and other assistants
Go through each active file folder
AVAILABLE to work from home, graveyard Philippine 11pm - 7am time (for California work Mon to Fri, 8am to 4pm PST), reliable 3MBPS+ internet/noise canceling headset/own computer. Starting part-time for 2 month trial period (then full time upon successful work together)

Duties:
Handle some incoming phone calls
Return phone calls in a timely manner
Handle most incoming emails
Maintain all files in a neat and orderly fashion
Send out any Pre-list FSBO (For Sale By Owner) packages
Monitor and follow up on sales/escrow/closing files with
Monitor Website traffic and updates
Handle payment checks being identified for bookkeeper
Set up database/list to send out farm mailings quarterly
Set up database/list to send out Holiday cards (Halloween, Thanksgiving, Christmas)
Set up lists to send follow up written letters/emails to all clients
Monitor weekly, monthly & yearly goals
Update and maintain all clients’ records in database
Responsible for all lead data entry and reports
Manage incoming and outgoing correspondence
Ask personal people farm for referrals for the agent

Pre-Listing Clients
Set up Pre-listing package
Call seller to confirm date/time of appointment
Prepare a new client file
Work with Shannon on examples of:
Property Brochure
Just listed postcards
Hyper Local Marketing
Prepare CMA’s
Download property profiles from title
Obtain property tax assessor information sheet
Prepare the listing folder
Fill out and input MLS Input sheet

Listing Clients:
Prepare a new client file
Enter all client information into database
Monitor and follow up on all listings
Maintain communication log
Make appointment to take pictures and virtual tour
Submit proper information and photos to MLS
Post photos and text to website & Business Facebook page
Order for sale signs to be placed with flyer box when applicable
Order riders
Email MLS listing to seller
Email new listing to top 25 agents
Work with Debbie on examples of:
Property Brochure
Just sold post cards
Order brochures
Set up thank you letter to seller
Make sure sign is ordered for placement
Set up brochure for Open House & Door knocking
Send “Just Listed” letter
Update Google Keep TO DO list for Property
Coordinate showing of property via email
Maintain showing log
Ensure agent informed re: price reductions, upgrades, improvements, other selling features
Inform agent of any special showing instruction from seller
Follow up with agent to obtain buyer’s feedback (via email/call from SUPRA records)
Call seller to provide feedback regarding showing
Include showing feedback in seller’s weekly marketing update

Coordinate open house of property:
Coordinate date/time with seller and other agents who are holding Open House
Ensure other agent receives all info regarding selling features of home
Follow up with agent after the open house to obtain feedback about traffic, comments
Call seller to provide feedback regarding open house
Include open house feedback in seller’s weekly marketing update


Upon Receipt of Offer (Listing)
Send receipt of offer confirmation via email, after checking offer is complete
Email/Call lender from offer asking if terms are close-able
Organize offer into spreadsheet by offer amount and terms

Submit paperwork:
Send full contract to lender and title company immediately
Send accepted contract, client, lender, and title company information to closing office
Update Folio and CRM database with transaction information and deadlines
Coordinate inspection:
Prepare buyer/seller on what to expect from a thorough inspection
Request inspections (when representing buyer)
Coordinate schedule for inspections (when representing seller)
Coordinate appraisal:
Ensure lender has ordered appraisal when inspection objections are finalized
Notify and brief all parties when appraisal is complete
Follow contract deadlines:
Ensure seller’s disclosures are sent, reviewed, and signed by deadline (work closely with Transaction Coordinator)
Ensure inspection items are handled and agreed to in writing by deadline
Follow up with lender on completion of appraisal by deadline
Monitor loan completion:
Contact other agent or lender for frequent loan status updates
Update client on loan status and any possible changes in the settlement deadline and negotiate extensions when needed
Ensure documents will be ready by settlement deadline

After accepting of offer:
Prepare closing file

Preparing for Closing:
Schedule closing with client for Shannon
Ensure client has address/directions to escrow
Inform client of proper identification and documentation to bring to closing
Notify other agent of scheduled closing time
Send estimated closing costs to client and ensure all information is accurate
Prepare closing packet for client (from TC)
Provide copies of all documents from the transaction
Provide utility company information with phone numbers

Call and inform client when transaction funds and records
Coordinate transferring keys to new homeowner

After Closing:

Report Sold to MLS
Schedule sign removal
Change website to sold
Send “Just Sold” postcards
Send gift and “thank you for working with our team” letter
Send thank you letter to other agent
Create “other agent database”
Send “thank you” letter to lender
Put in anniversary file
Send client survey, follow up until received
Convert file to sold file
Call Just Sold
Remove from other websites
Closing letter & statement to Buyer/Seller
Update sold records in pre-listing package
Update database with forwarding address

Buyer Clients:

Prepare a new client file
Enter all client information in database, Slack.com, Google Folder
Pull up houses in MLS
Prepare showing route if applicable
Schedule showing appointments
Make copies for client/Agent
Make any follow up calls
Call clients and introduce procedures/what to expect
Monitors and follow up on closing files with – other team members, Transaction Coordinators, Escrow
Maintain communication log via Slack, emails and text
Send congratulations letter to buyer
Check in on Closing
Send gift card and “thank you for working with our team” letter to buyer
Send client survey, follow up until received

Must be knowledgeable of the following programs:
MS Office (Word, Excel, Powerpoint)
Google suites (Calendar, Texting, Docs, Folders, Keep)
MLS Systems
CRM & Database basic knowledge – will train
Canva.com - will train
Screencast recording, to create training videos - will train
Slack.com - will train
RingCentral VOIP - will train online
MojoDialer - will train online

Necessary Skills and Attributes:
American English, advanced written and verbal
Comfortable calling on the phone
Excellent time management skills
Detail oriented
Good communication skills
Self starter
Team player
Treats all clients and team members with respect
Positive attitude and friendly demeanor
Highly organized

Compensation:
$2.50 - $3.50 USD/hour starting pay (first 2 months) and increasing depending on quickness of learning and desire to go full time.
Full-time perks Holiday pay (Christmas Eve/Christmas/New Years/Your Birthday/Good Friday), sick pay/holiday pay up to 5 days per year.
Bonus given for valid appointments set from cold calling and follow up emails/calls to prospects Shannon distributes

How to apply:
1. START BY FILLING THIS FORM OUT: https://goo.gl/forms/UbVWHtjwSAUAQJpx1

2. Then after you finish filling out the form, you will get directions on where to email your resume and answer questions.

3. Then after I review your submission, and reach out to you for an short interview if I feel the fit is right.