Real Estate Operations & Marketing Support

Responsibilities:

1. Lead Management & Client Communication:
? Manage all incoming leads (Buyers, Sellers, Rentals, Referrals) and ensure timely
follow-up.
? Respond promptly to text messages, emails, and other communications from clients,
team members, and vendors.
? Maintain and update the referral source database and manage relationships with referral
sources.
? Prepare and send client-facing communications, including requests for property
information, feedback, and follow-ups.
2. Database & Transaction Management:
? Enter and manage data for all transactions (Buyers, Sellers, Rentals, Leads) in our CRM
systems (Referral Maker, Smartsheet, Asana).
? Prepare and maintain reports on transaction numbers, client interactions, and database
updates.
? Ensure all client and transaction data is accurate, up-to-date, and organized.
3. Marketing Support:
? Assist with preparing and sending neighborhood activity reports for client requests and
upcoming listings.
? Support the creation, scheduling, and distribution of marketing content, including social
media posts, newsletters, postcards, and video content.
? Manage social media accounts by scheduling posts, engaging with followers, and
tracking analytics.
? Assist with planning, coordinating, and promoting client appreciation events, including
tracking RSVPs, maintaining attendance logs, and preparing event materials.
4. Administrative Support:
? Prepare and manage listing paperwork, including gathering data from clients, preparing
documents, and uploading to DocuSign.
? Organize and schedule property showings, including coordinating with clients, agents,
and service providers.
? Maintain and update Google Drive with current forms and documentation for
transactions, listing agreements, and purchase agreements.
? Order office supplies, manage office printing requests, and ensure all materials are
available and up-to-date.
5. Financial & Payroll Management:
? Process and manage payroll for all employees.
? Pay all invoices, maintain records, and file all financial documents.
? Track and maintain expense logs, and provide financial information as requested.
6. Special Projects & Miscellaneous Tasks:
? Assist with special projects as directed by the Team Lead or Operations Manager,
including researching new construction for clients, preparing offer documents, and
maintaining after-sales service plans in Asana.
? Input and organize property files using email folio systems and ensure proper filing of all
important documents.
? Support other team members with various tasks as needed, providing backup and
ensuring all operations run smoothly.

Skills & Qualifications:

? Real Estate Experience: Familiarity with real estate transactions, terminology, and
processes is preferred.
? Communication: Excellent written and verbal communication skills with the ability to
interact professionally with clients and team members.
? Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Outlook),
Google Workspace (Drive, Docs, Sheets), CRM systems (e.g., Referral Maker), and
marketing tools (e.g., social media platforms, Mailchimp).
? Organizational Skills: Strong ability to manage multiple tasks, prioritize workload, and
meet deadlines.
? Attention to Detail: High level of accuracy in data entry, document preparation, and
task management.
? Problem-Solving: Ability to think critically, adapt to changes, and find creative solutions
to challenges.
? Customer Service: Strong customer advocacy with a passion for providing exceptional
service.
? Team Player: Willingness to collaborate with in-office and remote team members to
achieve common goals.