Administrative Support

1. Appointment and Calendar Management:

Scheduling Showings: Coordinating property viewings, inspections, and client meetings.

Open House Management: Organizing and scheduling open house events, including sending out invites, posting announcements, and coordinating logistics.

Calendar Maintenance: Managing the real estate agent’s daily, weekly, and monthly calendar to avoid double bookings and ensure smooth operations.

2. Document Preparation and Filing:

Contract Management : Preparing, reviewing, and organizing real estate contracts, disclosures, and other legal documents.

Listings Agreements and Offers: Assisting in drafting and filing listing agreements, buyer offers, and purchase contracts.

Client Documentation: Keeping client files up-to-date with necessary documents, contracts, and correspondence.

Transaction Coordination: Ensuring all necessary paperwork and deadlines are completed for closing deals.

3. Email and Communication Management:

Responding to Client Inquiries: Handling emails and phone calls from clients, filtering important messages, and ensuring timely responses.

Follow-Ups: Following up with potential buyers, sellers, and other parties involved in real estate transactions

Coordination with Vendors: Communicating with home inspectors, appraisers, title companies, and mortgage brokers to keep the process moving.

Client Relationship Management

1. CRM Management:

Database Management (CRM):: Maintaining the real estate agent’s CRM (Customer Relationship Management) system, entering new leads, updating existing client information, and keeping track of follow-up tasks.

Lead Generation Tracking: Monitoring leads and inquiries from various sources (website, referrals, open houses), ensuring they are followed up in a timely manner.

Client Outreach:  Sending personalized follow-up emails or making calls to nurture relationships with potential buyers, sellers, and past clients.

2. Client Communication:

Status Update: Keeping clients informed about the status of their transactions, upcoming deadlines, and any issues that need attention.

Client Satisfaction: Handling customer service tasks such as responding to inquiries and resolving client concerns to maintain good relationships.

Marketing and Listing Management

1. Property and Listing Management:

MLS (Multiple Listing Service) Entry: Inputting new property listings into the MLS, ensuring accuracy in the listing details, and managing listing updates.

Photography and Staging Coordination: Scheduling professional photography, home staging, and preparing marketing materials for new listings

Listing Syndication: Ensuring that property listings are shared across various platforms such as Zillow, Realtor.com, and social media.

2. Marketing Campaigns:

Social Media Management: Creating and scheduling posts on platforms like Instagram, Facebook, and LinkedIn to promote listings, open houses, and the agent’s brand.

Email Campaigns: Designing and sending email newsletters or promotional content to the agent’s mailing list.

Marketing Materials: Creating flyers, brochures, and other promotional materials for listings, open houses, and events.

Ad Management: Assisting with paid advertising campaigns on platforms like Google Ads or Facebook to generate leads

3. Event Planning:

Open Houses: Coordinating all aspects of open houses, from advertising to setup, managing RSVPs, and ensuring smooth execution on the day of the event.

Client Appreciation Events: Organizing events such as client appreciation parties, community outreach programs, or seminars on home-buying tips

Financial and Transactional Support

1. Transaction Coordination

Contract to Close: Managing the process from when an offer is accepted through to closing, ensuring all parties (buyers, sellers, lenders, and title companies) meet their deadlines and complete paperwork.

Closing Preparation: Organizing the closing process, ensuring the agent and client are ready for final signings, and scheduling meetings with escrow officers and lawyers.

2. Invoicing and Financial Tracking:

Tracking Payments: Ensuring that commissions, referral fees, and other financial obligations are paid and received

Expense Reporting: Keeping track of expenses related to marketing, office supplies, or business travel and preparing reports for the agent.

Tax Preparation Assistance: Helping gather financial documents and receipts for the agent’s accountant or tax preparer.

Technology and Tools Management:

1. Technology Setup and Support:

CRM Management: Updating and maintaining the CRM system, ensuring that all client data, tasks, and reminders are up to date

Software Management: Assisting with the use of real estate technology tools like e-signature platforms (DocuSign), transaction management software (Dotloop, SkySlope), and marketing platforms.

Website Maintenance: Updating the agent’s website with new listings, blog posts, or testimonials, and keeping it current and optimized for lead generation.

2. Data Analysis and Reporting:

Market Research: Assisting in gathering market data on property prices, trends, and local competition to support the agent’s pricing strategies.

Client Reporting: Preparing reports for clients on the performance of their property listings (e.g., views, showings, inquiries).

Human Resources and Office Management:

12. Email Campaigns and Newsletters:

Team Support Marketing: If the real estate agent manages a team, the executive assistant might also:

• Onboarding New Agents: Assisting in recruiting, onboarding, and training new real estate agents or administrative staff.
• Office Management: Handling office supply orders, equipment maintenance, and general office operations.
• Vendor Relations: Managing relationships with vendors for office needs, marketing materials, or event planning.