Description:
ESSENTIAL FUNCTIONS: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees to whom performance of the function can be distributed).
- Maintain, update, and create data in client/property database.
- Develop and maintain digital filing system for all documents and records.
- Organize and schedule annual appreciation gifts, meetings, appointments, and reservations as needed.
- Create and revise property documents including AIR forms, listing agreements, proposals, and other paperwork as needed.
- Transaction & escrow coordination with all involved parties, including tracking and providing needed documents, critical dates, filing, electronic signature coordination, and other escrow tasks as needed for each transaction.
- Manage all marketing efforts including annual/ quarterly reporting, assignment updates, deal announcements, e-flyer calendar, team website and social media accounts.
- Update Client on marketing efforts and property updates.
- Assist with property photography.
- Plan and attend Client events, showings, and open houses.
- Participate in Client meetings or phone calls, as needed.
- Handle miscellaneous administrative tasks as occurs.
- Create, research, and maintain mailing and emailing lists for contacts, revising bounce-backs as needed for maximum deliverability.
- Produce and distribute correspondence memos, letters, faxes, and forms to clients as required.
- Assist in the preparation and generation of regularly scheduled reports as needed.
- Submit and reconcile expense reports, voucher forms, invoices, and other billing materials as needed.
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Write letters and emails on behalf of team as needed.
- Coordinate administrative projects with office staff as needed for document creation, research reports, billing, etc.
- Reply to email, telephone, or other inquiries.