Real Estate Administrative Assistant

Job Summary:

The Agent Services Coordinator is a dynamic, customer-focused role responsible for supporting real estate agents and clients while managing various office operations. This individual serves as the primary point of contact for agents and customers, ensuring a professional and welcoming environment. The Agent Services Coordinator assists with administrative duties, training, marketing, and maintaining office systems, striving to provide excellent service and facilitate smooth operations. A strong communicator with excellent organizational skills, this role plays a vital part in ensuring agents have the tools and support they need to succeed in their business.

Duties/Responsibilities:

MAIN RESPONSIBILITIES

• Acts as the "face of the company," greeting customers as they enter the office, call in, or visit the office, and presenting a professional image to current or potential customers.
• Following opening and closing procedures each day to prepare the office for business.
• Signing for deliveries, collecting mail, sending outgoing mail, etc.
• Training new agents on our technology and systems, studying/learning new systems, and answering questions about those systems.
• Processing and training new agents in our office following our onboarding process.
• Working with Marketing on our resources for agents including business cards, postcards, print ads and social media including Facebook posting/boosting as applicable.
• Communicating with Accounting and Relocation as needed.
• Retention – Keeping a list of phone/email rosters, birthdays, renewals, CE due dates, etc.
• Processing new listings, pending, closed, and cancelled deals in Google Sheets, maintaining confidential information for all agents and their clients.
• Auditing files and Escrow Instructions, ensuring Manager audits as well.
• Keeping updated on all title/lender status updates as well as escrow instructions.
• Submitting Home Warranties and Data collection forms.
• Ordering office supplies and signs with management approval.
• Updating and maintaining our voicemail system.
• Maintaining the floor schedule, if applicable.
• Setting up the training area for meetings and events and cleaning up after.
• Maintaining the kitchen, refrigerator, trash, etc.
• Assisting agents in whatever they need to embody a servant leadership mentality.

SECONDARY RESPONSIBILITIES

• Weekly BlueSync attendance/watching of recording.
• Monthly 3rd @ 3 attendance/watching of recording.
• Monthly Staff Meeting attendance
• Bi-yearly in-person ASC training attendance.
• Weekly huddles, as applicable.
• Assisting Manager in whatever additional tasks need to be done.

 Skills/Abilities:

• Professional demeanor and attire.
• Warm, inviting personality.
• Ability to multi-task and keep up with a fast-paced environment.
• Self-directed; ability to work both independently and in a team environment.
• Ability to learn new skills rapidly and accurately and attend all company provided training both virtually and in-person as invited when applicable.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Basic (typing, basic spreadsheets, emails, and using real estate software systems)
• Real Estate (understanding of all corporate and company proprietary technology with ability to train agents on technology, including but not limited to, one-on-one training and lunch-n-learns).

Education and Experience:

• High school diploma or equivalent required; college preferred.
• Proficiency with Microsoft Office and Google Suite software.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to perform general cleaning to light maintenance work.
• Must be able to work all full-time hours (40 hours per week) as required; flexibility must include nights, holidays, and weekends as necessary or needed; travel is a possibility throughout the state of Michigan.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Hours: Monday-Friday, 10am-2pm