Real Estate Administrative Assistant/Transaction Coordinator & Client Services Specialist

Please only apply if you have real estate experience and have experience with systems used below.

This role requires excellent organizational skills, a proactive attitude, and experience with real estate transaction management tools. Ideal candidates will be very detail-oriented, tech-savvy, and committed to delivering top-notch service to clients.

Key Responsibilities:
1. Transaction Management/Contract to Close:
Manage real estate transactions from contract to close, utilizing platforms such as GO HIGH LEVEL and KW Command.
2. Client Care & Communications:
Make client care calls and handle ongoing client communications to ensure a positive experience.
3. Lead/Prospect Follow-up:
Proactively follow up with leads and prospects to maintain engagement and nurture relationships.
4. Database Management:
Maintain and organize the client database for easy access and effective follow-up.
5. Listing Management:
Oversee the management of property listings, ensuring accuracy and timely updates.
6. Marketing Campaigns:
Create and manage appealing mail/email marketing campaigns, including content creation and execution understanding brand and incorporating brand into marketing.
7. Lead Source Tracking:
Track lead sources and conversions to analyze the effectiveness of different channels.
8. CRM Workflows & Automation:
Set up and manage automated workflows within the CRM to enhance productivity.
9. Calendar & Schedule Management:
Manage team calendars and schedules, including setting and confirming appointments.
10. Social Media & Content Management:
Oversee social media content creation, posting, and management across various platforms. Daily scheduled postings with heavy emphasis on Video Reels.
11. Reporting & Tracking:
Produce daily, weekly, and monthly reports on key performance indicators and team productivity.
12. Team Communications:
Facilitate team communications through tools like Zoom and other virtual platforms.
13. Webinars:
Plan, organize, and manage Zoom webinars as part of the client engagement strategy.
14. Data Analysis:
Pull and analyze data to inform decision-making and improve processes.
15. System Improvement:
Develop and refine systems for managing leads, current, and past clients to optimize operations.
16. Client Experience:
Ensure clients receive a 5-star experience by proactively managing interactions and addressing concerns.
17. Review Management:
Obtain 5-star reviews from clients by delivering exceptional service.
18. Productivity Tracking:
Submit daily start-of-day and end-of-day reports to track productivity and ensure accountability.

Must-Have Skills:
• Excellent communication skills, both speaking and writing, for client interactions.
• Strong data analysis skills.
• Ability to learn and implement workflows/automation.
• Highly organized with exceptional attention to detail, especially for compliance.
• Basic knowledge of systems for managing leads, current, and past clients.
• Proficiency in Google Sheets, Microsoft Excel, PowerPoint, and MailChimp.
• Basic knowledge of navigating Multiple Listing Service (MLSs) and ShowingTime.
• Strong computer skills and tech-savviness.
• Experience using Canva for marketing and design.
• Basic knowledge of implementing ChatGPT for listing descriptions and content creation.

Bonus Skills:
• Experience creating content for social media and paid advertising.
• Blog management for SEO and Google My Business ranking.
• Familiarity with KW Command.
• Experience with Facebook Meta Ads and Meta Business Suite.

Systems Currently Used – Ideal Candidate will be familiar with following systems.
• GO HIGH LEVEL
• KW Command
• MLS
• Notion
• Google Drive, Google Docs
• Microsoft Office Tools – Powerpoint Presentation, Excel
• Zoom