Real Estate Executive Assistant

Unclassified - Eatontown, NJ

Full-time - Entry Level

Eatontown, NJ

10,001+ employees

About the position

We are seeking a highly organized and detail-oriented professional to join our expanding real estate office as an executive assistant. This role is pivotal as you will serve as the chief integrator, ensuring that our operations run smoothly and efficiently. The ideal candidate will have a proven track record of success and a desire to continue thriving in a high-performance environment. Your primary responsibilities will include documenting and creating systems for various procedures to maximize efficiency and scalability, employing models for excellent customer service, and systematizing information within our client databases. You will also be responsible for documenting systems and acting as a shared growth leader within our fast-growing organization. In addition to these core responsibilities, you will be tasked with setting meetings, scheduling training calendars, and assisting with the needs of other teams. We are looking for someone who is not only highly organized and accountable but also decisive and thorough. Strong written and verbal communication skills are essential, as is experience in system and process building. If you are ready to join a top-producing real estate team that is primed for growth, we encourage you to apply today! Our company offers profit sharing, revenue sharing, and various growth incentives to our team members.

Responsibilities

• Develop and document standard operating procedures (SOPs) for administrative tasks and processes within the real estate team.
• Streamline workflows, improve efficiency, and ensure consistency in operations through the implementation of SOPs.
• Train team members on new procedures and provide ongoing support to ensure adherence.
• Collaborate with the marketing team to develop and execute marketing strategies to promote properties and the team's services.
• Create compelling marketing materials, including property flyers, brochures, and online listings, adhering to brand guidelines.
• Coordinate the distribution of marketing materials through various channels, both online and offline.
• Manage and maintain the team's social media accounts, including Facebook, Instagram, Twitter, and LinkedIn.
• Develop engaging content and schedule regular posts to increase brand visibility and audience engagement.
• Monitor social media activity, respond to inquiries, and foster positive interactions with followers.
• Serve as the primary point of contact for clients, agents, and vendors throughout the transaction process.
• Coordinate and schedule appointments, property showings, inspections, and closings, ensuring timely completion.
• Assist in the preparation and distribution of transaction-related documents, contracts, and disclosures.
• Maintain accurate and up-to-date listings on the Multiple Listing Service (MLS) database.
• Input new listings, update property information, and ensure data integrity and compliance with MLS regulations.
• Monitor MLS activity and provide regular updates to the team on market trends and new listings.
• Assist in tasks that give sales reps leverage to sell.
• Develop and research systems to increase workflow efficiency.
• Network with other top professionals on topics such as recruiting, technology, CRM development, etc.
• Build and solidify client relationships through SOPs, client events, and 36 touch.

Requirements

• Real estate experience preferred but not required.
• 2+ years experience as a personal assistant, office manager, or related position.
• Ability to work on deadlines and handle private client information.
• Experience using word processing programs, spreadsheets, and Multiple Listing Service (MLS).
• Strong interpersonal skills and time management skills.
• Proficiency in marketing techniques and social media management.
• Strong organizational skills and high attention to detail.
• Experience with transaction coordination and MLS data entry.
• Ability to develop and implement Standard Operating Procedures.

Nice-to-haves

• Experience in a fast-paced environment.
• Familiarity with CRM systems and technology tools used in real estate.

Benefits

• Profit sharing
• Revenue sharing
• Growth incentives
• Opportunities for professional development and career advancement
• Collaborative team environment