Real Estate Team Executive Assistant
Mosaic Real Estate Team @ Keller Williams Realty WNY
Who Are We?
Driven by a strong commitment to superior client care, integrity and excellence, the Mosaic Real Estate Team brings years of high-level experience to our clients’ real estate goals while recognizing a need for balance within our own lives.
Who are we looking for?
The Mosaic Real Estate Team is looking for an ambitious, talented, personable and skilled professional to help our team move into our next phase of growth! This person relishes the opportunity to manage and assist in the evolution of multiple systems with minimal supervision. The Executive Assistant (EA) is deeply committed to completing tasks efficiently and effectively with a high degree of quality, attention-to-detail, and consistent communication.
The EA is consistently conscious of supporting the team in achieving greater levels of success, taking work off of the plate of the Partners, and to growing their own skills while developing into a supportive leader within the team. As the success of the team grows, this individual may eventually be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agents’ business, and marketing/outreach initiatives for the team continue to be completed to high standards with maximum efficiency.
What will you do?
These are the standards an above average performer will maintain or exceed:
Manage all systems and back-office support for sellers, buyers, lead generation, database management and information management
Transaction Management: work with the team to oversee transactions through closing & help set weekly, monthly and bigger priorities with all relevant parties.
Handle & file receipts along with simple expense management
Take ownership of CRM database with sensitivity to how that integrates with our outreach and framework
Run listing marketing efforts, & manage team outreach and events
Update and maintain a team Operations Manual that documents all systems and standards, along with a New Agent Welcome Guide
Sampling of Executive Assistant Responsibilities:
Monitor weekly, monthly and yearly goals and help team stay on course to achieve these objectives
Maintain lead & client organization within team CRM while becoming the team expert in this area
Assist in management of agent schedules & facilitate redirect of client requests during agent vacations/time off
Assist agents with creation of prospecting client packages, market analysis & presentations
Assist in creating, publishing and promoting each new team listing via email marketing, in-home brochures, social media & updates to the MLS
Post & manage listings in our CRM management tool & monday.com
Prepare, organize & maintain necessary client files & documents in team systems
Maintain and improve Office Policy and Operations Manual
Monitor & update website
Monitor social media accounts & manage team social media efforts
Maintain budgeted funds for marketing, closing gifts, office supplies and more
Create and distribute Monthly Newsletters, including semi-annual expanded printed version
Manage team mailings, referral program and gifts, and other communications to clients
Acting as liaison between and coordinate with real estate agents, clients, title, appraisers, inspectors, and mortgage brokers throughout the transaction
First contact for vendor communication & project tracking
Run occasional errands: office supplies, bank, post office, signs, lockboxes (as needed)
An essential aspect of this role includes tracking transactions and agent/team responsibilities on an ongoing basis:
Ensure all documents are in compliance with Brokerage (e.g., executed and initialed correctly, required disclosures are secured, etc)
Maintain files and oversee production, coordination and processing of all information/documents pertaining to each transaction
Perform administrative and clerical duties, including setting showings and inspection appointments pertaining to each client or file
Maintain understanding of where each transaction is in process from contract through closing, informing agents & clients where necessary, monitoring and assessing the progress of the transaction so that deadlines are met and contingencies are released
Monitor and follow up on all sales/escrow/closing files with each agent
Coordinate activities around transaction closings
Necessary Knowledge/Skills:
A positive attitude
Works well in contributing to a team setting
Interest in putting client needs and experience first
Strong written and communication skills
Highly organized & detail-oriented
Willing and able to accept feedback and improve processes where needed
Exceptional time and project management skills
Able to manage multiple tasks/requests simultaneously
Learning-based & able to work with new software systems
1-3 years of service/management experience or something comparable
3-5 years of administrative experience or something comparable
High School Degree, Bachelor’s Degree preferred
Experience with SquareSpace is a nice to have
Real estate license is a bonus, but not required
Must be proficient in:
MS Office (Word, Excel, etc)
Google Suite (Sheets, Docs, Gmail, etc)
Canva
Requirements for this role:
Able to work effectively from home with ~20% in-office time
Flexibility to assist team at a handful of client events throughout the year in off hours
Comfort with modern technology and an ability to learn multiple applications
Social Media usage/understanding
Driver’s license required to assist in occasional errands
Salary Offered:
$55,000-$60,000 plus bonus
Profit sharing based on contribution to team volume & performance
2 weeks PTO
1 week of sick time
9 major holidays
401k after 12 months
Are you or a friend the perfect person for this role? Submit a resume to info@mosaicteamwny.com or reach out to us via the CONTACT link above