Real Estate Broker Assistant

Job Description

Job Description

We’re in search of an organized, professional real estate executive assistant to serve as the main point of contact for the principal broker. Your responsibilities include relaying important messages to the broker, scheduling the broker’s meetings and trips, and systematizing information in the client databases. In addition, you’ll need to file paperwork and purchase office equipment and assist with other teams as needed. Applicants should be decisive, thorough, and excellent communicators. Ready to join the team? Start your application today! Compensation:

$69,000 yearly

• Oversee the broker’s schedules, team meetings, and travel arrangements
• Execute office management tasks such as systematizing office records, and buying office equipment
• Serve as a liaison between the managing broker and clientele
• Complete administrative duties, like picking up orders, or other tasks as needed
• Utilize database to safely keep track of customer records

You will play a significant role in the success of the business and will take on this responsibility with a sense of ownership, commitment, honesty, and integrity. This includes providing a concierge level of customer support as the first point of contact in handling customer inquiries and complaints of all contracts through closing.

• Keep the lead agent informed regarding challenges and issues that need to be handled
• Provide an executive level of administrative support which includes but is not limited to: calendar management, phone, and email management, overseeing other staff members, “managing” the Lead Agent
• Assist the Agent in lead generation and follow-up
• Manage a high volume of leads and will help prioritize inbound sales inquiries
• Support the agent in converting leads to appointments by managing their lead generation and follow-up time blocks
• Assist in qualifying leads by discovering if they are ready, willing, and able to move forward with the buying and/or selling process and you will track the team’s Agents’ activities
• Oversee all Listing Coordination including managing all marketing, listing paperwork, and assisting with drafting property descriptions for new properties
• Manage all Internet marketing which includes updating the website, email blasts, and updating social media posts as needed
• Coordination and scheduling of vendors for home inspections, staging, and preparing the property to show
• Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support
• Create and maintain an operation manual that documents all systems and standards, including video documentation, to be well organized and in the cloud

• High school diploma or equivalent required
• Can work on deadline and handle private client information
• 2+ years experience as a personal assistant, office manager, or related position
• Prior experience in real estate is a bonus
• Experience using word processing programs, spreadsheets and Multiple Listing Service

Essential duties and responsibilities

• System development, implementation, and management
• Information management
• Oversight of contracts through closing
• Customer/vendor relations
• Bookkeeping (A/R and A/P)

Communications/Interactions

• Lead Agent – daily
• Agent Team – daily
• Administrative Team (as appropriate to team structure) – daily
• Buyers/Sellers/Vendors – as appropriate

Management Responsibilities

• All administrative team members
• Partner Agent Accountability

Knowledge/Skills

• Strong written and verbal communication skills
• Exceptional organizational and project management abilities
• Bookkeeping skills
• Great ability to focus
• Concerned about doing things the right way
• Calm under pressure
• Learning based
• Service-based attitude
• Proven ability to succeed
• High school graduate
• Bachelor’s degree preferred
• Real estate license preferred
• 1 – 3 years of service and management experience
• 3 – 5 years of administrative experience

Doherty Real Estate Group is a community-focused real estate firm dedicated to making a difference in Mission Viejo, CA, and surrounding areas. Our mission goes beyond real estate; we aim to support and uplift local businesses through our Small Business Spotlight section. By featuring local businesses, we hope to give them the traction they need for success, thereby fostering community growth and bringing more business opportunities to our region.