Real Estate Office Administrative Assistant

Company: Team Kelli Lang RE/MAX Gateway
Location: Anacortes
Posted on: May 28, 2023

Job Description:

We're looking for a professional, friendly client care assistant and office admin. Your primary job will be to serve as the first point of contact with all clients, providing excellent customer service in person, over the phone, or via email or text. This is an in-office position only. Additional administrative duties include increasing productivity by creating and following office protocols, scheduling important appointments, compiling price opinion binders, and assisting other office staff. Our team culture at Team Kelli Lang is very important to us, so we're looking for a real team player.

Job seekers should have superb organizational skills and love talking to people. Ready to join the team? Send in your application today!

Responsibilities:
--- Answer the office main line and cell phone. Maintain all contacts on the office cell phone and respond timely via text. Check the answering machine on the main line and cell line. Delegate out calls and get back to clients in a timely manner
--- Great clients and associates as they come in the door. Get names, phone numbers, and emails. Ask if they would like drinks and get buyers' packets if new clients come in
--- Help put together CMA (price opinion) books. Get prints and copies made
--- Help put together buyers' agent packets
--- Take bootie baskets out to clients and put the lockbox on and get keys in the lockbox. Picking up items once we close on homes
--- Install permaflyers if needed. Pick up permaflyers if necessary from vendor
--- Schedule open houses on Monday for every agent on the team, which entails scheduling in NWMLS, notifying the seller via phone call and text to confirm if they are occupied
--- Request showing feedback from agents who show one of our listings and send feedback to seller(s) and listing agent
--- Manage incoming and outgoing referrals
--- Scheduling guest speakers and setting up a meeting conference room for Tuesday morning meetings. Make sure video and audio work and Zoom is set up if necessary. Making sure the conference room is always clean and tidy
--- Clean up the office. Emptying trash, cleaning desktops, vacuuming and making sure that all clutter is put away Throwing out any unnecessary stuff. Putting up holiday d--cor. Wipe counters down
--- Order water, sparkling water, coffee, and office supplies and make sure the fridge is stocked. Check-in with the admin to see what supplies are needed
--- Decorating for birthday parties for all team members and office staff. Keep the office calendar up-to-date for all birthdays. Get a birthday card and have everyone sign it. Decorate the office or conference and have gifts ready for Tuesday meetings
--- Getting coffee on special occasions when team leader requests. Getting breakfast items for the agent tour Tuesday morning as requested
--- Scheduling agent tours for new listings as requested on the NWMLS. Checking in with listing agents on Monday morning to see if they want houses on an agent tour Tuesday morning 10 am. Double checking to make sure they are showing up on the caravan list. Printing the caravan listing for Tuesday's meeting and leaving one copy on the conference table
--- Running "thank you" and client gifts out and about as necessary. Sending referral "thank you" cards to clients
--- Sending congratulations on weddings, babies, and anniversaries to clients as requested by team leader
--- Email open house schedules & pending listings to our marketing team
--- Master and understand all office programs so you can assist office admin staff
--- Manage agent onboarding page on team website for new agents
--- Maintain communication in Google Chat and maintain your company email
--- All other duties as assigned by upper management and Kelli Lang

Qualifications:
--- Excellent customer service and interpersonal skills; can empathize and build relationships with a variety of personalities
--- Display excellent written, problem-solving, and verbal communication skills
--- Technologically savvy; basic knowledge of Microsoft Office Word and Excel programs, Google Drive, Gmail, CRM programs, and filing systems with the ability to learn new programs quickly and troubleshoot common issues
--- Willingness to maintain discretion and confidentiality
--- Creative problem solving & critical thinking skills
--- Able & willing to learn the tasks of other office employees to fill in and help out when needed

About Company:
The driving principle behind Team Kelli Lang RE/MAX Gateway is giving each client five-star service during the home buying and home selling process. We strive to give each client the best outcome, using our skills, negotiation tactics, and local knowledge to their benefit. Every member of our team works together to put the client first and make the experience a pleasure. Team Kelli Lang has been named the #1 Team in WA state four years in a row for a reason!

Keywords: Team Kelli Lang RE/MAX Gateway, Bellingham , Real Estate Office Administrative Assistant, Administration, Clerical , Anacortes, Washington