Real Estate Office Assistant

Purpose of the Position

The Real Estate Office Assistant is responsible for providing administrative, clerical support and oversight to Agent and/or assigned real estate agents with Hicks Real Estate Team.

Scope

The Office assistant reports directly to their Office Manager/Assistant. The Office Assistant is responsible for providing administrative, clerical services and oversight. Providing these services in an effective and efficient manner will ensure that all transactions related to real estate for the Agents are completed accurately according to state and national real estate licensing requirements.

Responsibilities (include but not limited to):

The Office Assistant must demonstrate the following: Provide administrative support to the agent related to all transactions related to real estate.

• Main Responsibilities and Duties
• Loading Listings on the MLS
• Send all new listings to home office to go on Whitetail Properties website
• Maintain tracking system of customers and clients (Hubspot and agent tools or spread sheets)
• Communicate with agents and address changes needed related to listing and purchasing documents
• Maintain confidential and accurate files related to the listing and purchase of properties
• Follow up with agents regarding incomplete paperwork that needs to be obtained
• Update MLS regarding the status of a real estate transaction
• Ensure all funds related to a real estate transaction are processed with accuracy.
• Solving issue(s) that may arise related to technological issues that occur on various marketing websites used by the agents
• New listings: pull adjacent landowners mailing address, create a file, mail letter (to be created), along with property flyer. This should be done within 2 weeks of listing agreement signed.
• Obtain a copy of the deed and tax information for all new listings.
• Pull Monthly analytics and email directly to client.
• Manage Broker and Team agent’s calendars
• Manage all Closing from pending status to closed.
• Mail out Thank You cards day of closing to all parties involved in real estate transaction
• Update contacts after closing with new mailing addresses.
• Input expense receipts on weekly basis
• Submit copies of marketing invoices monthly to home office for co\-op reimbursement.
• Keep track of co\-op dollars spent/remaining.
• Coordinate all direct mail postcards with Citicom. Includes sending in county mailing list 3 weeks in advance, approving artwork, pay postage, and oversee through day after they have mailed.
• Track team sales numbers and report to Broker monthly
• Create standard operating procedures for all standard practices and implementation with team members
• Additional Activities
• Create, update, and maintain spreadsheets containing information related to all real estate transactions
• Perform other duties as requested.

KNOWLEDGE, SKILLS, AND ABILITIES Knowledge The Office Assistant must have proficient knowledge in the following areas:

• Must be able
use all Google Apps
• Ability to maintain a
high level of accuracy in preparing and entering information
• Strong understanding of real estate documents
• Understanding of real estate contract and financial processing
• Knowledge and navigation skills related to a variety of web based real estate sites

Skills

The Office Assistant must demonstrate the following skills:

• Excellent interpersonal skills
• Effective verbal and written communication skills

* Attention to detail and a high level of accuracy regarding data entry and recordkeeping

• Very effective organizational and time management skills
• Computer skills which include, but may not be limited to: spreadsheets, word processing, internet navigation, electronic calendars and email
• Ability to problem solve and work with a variety of projects and people at the same time

Personal Attributes

The Office Assistant will attain the required knowledge and skills through completion of office procedures course work combined with related financial and administrative experience.

• Be honest and trustworthy
• Be respectful
• Be flexible
• Demonstrate strong work ethics
• Represent the brand and team with integrity and loyalty

Job Type: Full\-time

Pay: From $800\.00 per week

Benefits:

• Paid time off

Ability to Relocate:

• Morehead City, NC 28557: Relocate before starting work (Required)

Work Location: In person