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Real Estate Administrative Assistant

Company: Arneson Real Estate Group
Location: Dublin
Posted on: November 12, 2021

Job Description:

We are seeking an overachieving Team Admin with Real Estate experience and a heart to help their Team and our Clients.--

This is a fast-paced role at the hub of how our Agents are building their businesses. Key traits are a problem solvers mindset, a helpful nature, tech-savvy, and a desire to be a key member of one of the high-velocity real estate teams here in the East Bay.--

We have grown 40-50% per year for the last 5 years and so we need your help executing our proven systems at scale in order to ensure that each client receives a five-star experience and becomes a raving fan!--

--- Pre-contracts Sales Support: Pulling comps, preparing buyer and seller meeting collateral, showing routes and listing docs.
--- Escrow Support: Running the Contract to Close time-lines for 10-20 files per month; interact with clients, lenders, inspectors etc. during the escrow.
--- Strong at managing Marketing Distribution: Through our marketing tools: Oversee the marketing plans and ensure they are executed and distributed consistently across 5 - 10 communication channels.
--- Executive Assistant: For owners: run the calendar, track sales results, and accounting/reporting. Help support them in order to focus on lead generation and sales conversion. Taking on projects to help the Owners strategically drive the growth of the business. Contribute to; the buildout of systems, marketing funnels, and training, support with asset management as needed.
--- This Role: Requires a drive to help others succeed and a systematic approach to consistently tracking and executing high volumes of coordinated tasks related to our escrows and marketing efforts. Understanding marketing funnels, channels and effectively and consistently supporting the execution of proven marketing models and systems within the business. Tracking the relationships between marketing efforts and sales produced per marketing channel.

A limited list of systems and models:
--- Multiple Listing Service: Coordinating buyers search feeds and home tours, open house materials prep and follow-up, pre-listing packages, CRM reporting, and management
--- Use of systems to track the status of 10-20+ escrows at a time, front-run the process to ensure that all parties are staying in front of their contractual commitments and understand their options at various critical points. Support agents with logistics coordination across all aspects of each escrow with our best in class allied parties
--- Calendar and scheduling coordination, listings execution, business reporting, lead flow management, first-class client experience, and events coordination

Driving Growth and Protecting Time:
--- Protect the agents client-connection time, client coordination calls, scheduling: face-to-face meetings, vendor services - inspections, photography, videography, etc, schedule signs delivery/pickup and lockbox drop off/pick up, schedule photography, arrange for flyers and marketing materials, upload info into MLS for new listings
--- Help build channel partner relationships with financial advisors, CPA's, and personal attorney's, service partner appointments, lenders, title reps
--- Organize and attend weekly internal meetings and functions, prepare and track weekly, monthly, and annual results vs. our goals

Marketing Tasks (Lead stream support and coordination of follow-up tasks and procedures):
--- Coordinate with photographers, input graphics into MLS, feature sheets, kwls, social media, website blog
--- Listings leverage - mailer copy, fulfillment house communication management
--- No lead left behind - open house, inbound calls, manage and track inbound and outbound referrals
--- Prepare packages for sellers and buyers, mail these off for delivery
--- Purchase gifts and promotional items
--- Implement promotional campaigns
--- Maintain a file of testimonials
--- Campaign support, interfacing with vendors to supply collateral and define requirements for ads
--- Organize these concepts, ensure deployment of the concepts
--- Stretch goal: managing lead traffic and production per channel, as directed

--- Send/receive emails: stay on top of the agent's email correspondences as they are in the field often, answer phones, take and deliver messages, return calls
--- Sales reports: monitors weekly, monthly, and yearly goals, manage budget
--- Other reports: running the reports out of QuickBooks, managing vendor payments (mostly automated), track the reporting out of the CRM and marketing systems
--- Make copies, open and distribute mail, read and answer emails and mail, buy supplies, inventory supplies, make appts and arrange for buyer showings

System Administration:
--- Lead flow management: entering leads in CRM, kicking off drip campaigns, tagging leads, configuring listing feeds
--- CRM reporting by lead channel optimized for better top-down reporting
--- Tracking conversion of leads from referrals, partner introductions, closing per month, leads captured, appts conducted, contracts taken, 5-star reviews received
--- Based upon results of lead generation efforts, refining systems as needed to accommodate the changes in marketplace dynamics and consumer behavior

First-class customer experience (maintaining high-quality engagement with past clients):
--- This role is both air traffic control for the agents in the field and the muscle to support the agents and the clients before, during, and after the close of the sale.

Service coordination support, as follows:
--- Anniversary cards with color CMA's
--- Thank you! end of year w/hud for past clients
--- Home magazine subscription
--- Planning and coordinating client appreciation parties
--- Communicate and handle consumer complaints
--- Prepare and coordinate staging
--- Obtain an estimate of closing costs
--- Initiate the title/closing process
--- Coordinate the closing process
--- Confirm the distribution authorization
--- Review the closing paperwork (hud-1)
--- Ensure for all filings and notifications

--- Must have a valid Real Estate License
--- 2+ years experience as a personal assistant, office manager, or related position
--- Real estate experience preferred but not required
--- Able to effectively communicate to clients and other team members in a timely manner
--- Experience using word processing programs, spreadsheets and Multiple Listing Service

About Company:
The Arneson Real Estate Group (within Keller Williams) is one of the fast-growing real estate practices in the East Bay. Our business has nearly doubled in size yearly for the last four years and we are looking to grow our dynamic team. We specialize in serving families across the Contra Costa and Alameda Counties who are either, Buying their First Home, Moving - Up to a Forever Home or Downsizing as their needs change. We love to guide and support our clients through this complex market to accomplish their goals.

Keywords: Arneson Real Estate Group, Dublin , Real Estate Administrative Assistant, Administration, Clerical , Dublin, California

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