Real estate transaction assistant

*** SUMMARY ***

You will be a member of a US based, family run real estate business. We are looking for an assistant to help us manage paperwork and deadlines involved in our real estate transactions. With our training and supervision, he/she will be trained on the process and tasked with generating necessary paperwork as the needs arrive throughout the process. Successful candidate must demonstrate strong attention to detail, quality, accuracy and completeness. Our transactions are highly time sensitive so we require exceptional ability to meet deadlines for multiple concurrent transactions. This is a full-time availability dedicated to us so that you would not have to choose between which of your clients have higher priority. He/she will work closely with US and off shore members.

*** ESSENTIAL DUTIES AND RESPONSIBILITIES ***

+ Under the supervision of US office, the assistant follows and tracks the process of real estate transactions.
+ Generate transaction documents based on template, requirements and deadline. Some documents are legal documents which the assistant will modify according to the transaction requirements and parameters. Documents must be delivered on or before required deadlines.
+ The assistant must carefully review all documents for accuracy and completeness.
+ Work with US office to document and develop document templates, check list and process.
+ Track transaction progress and time line and proactively provide action plan and schedule
+ Through training and learning, the assistant will recognize and apply legal, regulatory and compliant practices during generation and review of transaction documents.
+ Other responsibilities would include email management, data entry, and generation of internal reports. There may be other non-transaction related tasks such as email campaign management and property search and Upgrade to see actual infote: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.

*** TO BE BEST FIT FOR THIS POSITION ***

+ MUST – Good written English skills, polite, professional, brief & concise. Our customers are mostly engineering types. They like facts and numbers. They tend to lose attention with long sentences or monologue.
+ MUST – Good organizational skills – the assistant will have a variety of tasks. Some tasks may be completed in 10-15 minutes. Some tasks require input from other people and may take 2-3 months to complete. Some are recurring weekly, some monthly. we need someone who will follow through to completion.
+ MUST – Detail oriented – Some of these reports will have customer names and dollar amounts. These cannot be wrong. One error could damage the company’s reputation. We need someone who will double check his/her own work.
+ MUST – Have his/her own dedicated computer, printer, Windows 10 with MS Office.
+ MUST – Dedicated time and focus. We need someone who will focus 8 hours of quality time a day on my job – and not sharing those 8 hours with another client. We are not able to work with someone who is working 2-3 jobs in parallel, and frequently tired or sick because of stress from working 2-3 jobs in parallel. The assistant needs to be available by skype with us at least 1 hour a week without a lot of background noise (e.g. TV, babies, dogs, or cooking).
+ Very Nice to Have – Someone who has prior experience in banking, mortgage or finance, or in supporting real estate agents or mortgage loan officers.

*** BACKGROUND / REFERENCE CHECKS ***
+ Candidate to provide client a copy of police background check.
+ Candidate to conduct reference checks with at least 2 clients in the last 5 years. Here are the 5 questions to ask these 2 clients:
- Duration of employment / contract
- Nature of employment / contract
(1) Full-time vs. Part-time? If part-time, number of hours?
(2) Virtual or in-person?
(3) Level of over-sight needed for quality and for persistence? (Low? Medium? High?)
(4) What did the candidate do for the employer?
(5) Biggest surprise (positive or negative) in working with the candidate
(6) Why did the employment / contract terminate?