Jan O'Brien



Office of

Job Description

Job Title: Administrative Assistant Date:

Level: Administrative L____

Title of immediate Supervisor:

Statement of the purpose of the job: To help Sales Executive increase business; decrease expense and to assist in developing and maintaining “clients for life”. To provide all administrative support and, most importantly, be proactive with any concerns of clients/customers.

• Primary responsibilities

▪ To provide administrative and leadership support as well as providing personal and professional assistance. To direct and maintain the “First Impression” professionalism with all personnel, vendors and clients of the VIP.

• List of typical duties and responsibilities

• Answer calls / Take messages accurately and relay same to appropriate party in a timely manner / Use proper verbiages to relay a professional atmosphere

• Remind of appointments / Keep schedule for both Sales Executive and Assistant (as well as Buyers Agents if necessary)

• Mail – incoming and outgoing / Know proper procedures for small and large mail outs

• Create and distribute letters and correspondence

• Calendar closing dates (escrows)/ Listing expirations in file, spreadsheet, and/or Top Producer

• Process Listing/Sales Folders

• Type contracts (if licensed)

• Prepare and fill out Listing and/or Sales forms (via Ameriforms)

• Coordinate all necessary paperwork / Follow-up with any necessary correspondence

• Order signs

• Make working copy for the office

• Create Fax Packages

• Prepare and mail just listed cards

• Prepare advertisement for Newspapers, Contractors Notebook, etc., as appropriate

• Prepare layouts for Real Estate Color Magazines as appropriate

• Review closing documents

• Schedule / Coordinate closing for clients and customers

▪ Primary to communicate all office changes and instructions from to the entire staff and/or Buyers Agents (if applicable)

▪ Track statistics for:

o CMA’s

o Marketing Leads

o Listings – includes current market conditions for Seller’s neighborhood.

o Expired Listings

o Sales

o Buyer Agent’s Leads & GCI. (if applicable)

▪ Maintain prospect follow up plan for Buyer’s & Seller’s.

o Creating System for follow up

▪ Calendaring for same day of week

▪ Weekly or Bi-weekly reporting

▪ Prepare research for CMA’s; including tax record, Assessors map, and/or Aerial map along with a Prudential listing packet.

▪ Maintain Communication with Clients

o Call Owners with feedback

▪ Tracking system for making sure Client is contacted 1x per week.

▪ Website maintenance and research.

▪ Public Relations for escrow officers, lenders, agents, referrals and buyer/seller (thank you cards, letters & gifts).

▪ Maintain referral, lock box & feature sheet holder log. Log thank you gifts and track ordered/delivered for all.

▪ Break down listing expenses in Top Producer.

▪ Listing book management

▪ Maintain office supply inventory (help bring cost down by researching best prices).

▪ Run office errands when necessary (lock box readings, feature sheets, post office and more).

▪ Maintain mailing list (ex. Corporate Greetings, New Method Direct, Homes by Design, ect…).

▪ Staff / Buyers Agents relations (birthdays, anniversaries, retreats, training schedules, ect...) (if applicable)

▪ Meet Buyer’s at properties along with photographers, appraisers; walk through’s or home inspectors as needed (if licensed)

▪ Know, view and inform new listings in farm areas and Sphere of Influences.

▪ Make temporary flyers for all listings ASAP (if applicable)

▪ Payroll submittal and monitoring. Sales Executive to initial for final approval.

▪ Proofing all ads/have knowledge of ALL deadlines – oversee that it is followed through.

▪ Assist with any personal or professional needs for VIP and the business.

▪ Attend Office Sales Meetings and share information w/VIP and appropriate staff

• General information related to job

▪ Training requirements

- Familiarity with the procedure manual of Prudential Americana Group, REALTORS.

- Knowledge of office structure and goals and mission statement.

- Knowledge of Prudential Americana Group, REALTORS company procedures (i.e. runner service, file-processing procedures, advertising, etc.)

- On-going VIP Services Prudential Training

- IT/Software programs and/or systems that may be related to personal and/or business structure

- The ability to generate reports and create letters.

▪ Tool use

- Microsoft Word/ Excel/ Publisher/ Outlook/ Top Producer / MLXchange

- Digital camera

▪ Transportation

- The ability to commute to various client locations on behalf of VIP or their team upon request is essential to the position.

Sales Executive / Employer Initials (_________) Assistant / Employee Initials (__________)

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download