Administrative Assistant

Job Title: Office Administrator / Transaction Coordinator
Reports To: Broker/Owner and Direct Supervisors

Job Overview:

The Office Administrator/Transaction Coordinator at EXIT Bayou Realty plays a pivotal role in maintaining the efficiency of office operations, supporting the broker/owner, and ensuring compliance with all EXIT policies and procedures. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The ideal candidate will demonstrate strong communication skills, professionalism, and a commitment to representing the EXIT brand effectively.

Primary Responsibilities:

1. EXIT Formula & Staff Oversight

• Develop a thorough understanding of the EXIT Formula and ensure all staff members understand and adhere to it.
• Ensure all support staff represent the EXIT name with professionalism in all interactions.
• Assist the broker in preparing and maintaining the Policy and Procedures Manual and provide necessary documentation to new recruits.
• Verify that all new sales representatives have signed the Sales Representative Agreement and the Policy and Procedures Manual.

2. New Agent Coordination & Onboarding

• Coordinate licensing, MLS setup, memo input, and system maintenance for new agents.
• Review listing and closing files with new agents to ensure compliance and understanding.
• Ensure all agents have uploaded professional headshots and biographies to the Resource Center.

3. Communication & Coordination

• Facilitate communication between clients, the company, EXIT Regional Owners, and EXIT Realty Corp International.
• Keep sales representatives informed about weekly sales meetings, upcoming training courses, and events.
• Notify agents and staff about updates from the EXIT system or the local real estate board via mass office emails.

4. Transaction Management

• Upon executed contracts, notify the listing agent, lender, and attorney separately and request to be cc'd in all correspondence.
• CC owner on all transaction-related emails.
• Send a copy of the executed contract to the lender and track contract expiration dates.
• Consult with a plan of action on extensions five days before expiration.
• Order home inspections and track all inspection periods and response deadlines.
• Follow up with the listing agent after appraisals to confirm that any required repairs are being made.
• Obtain updates from the listing agent on WDIR/treatments, septic inspections, and repairs after the appraisal.
• Get weekly file updates from lenders (every Friday).
• Ensure all executed documents are shared with the opposing party to avoid contract nullification.

5. Office Management & Maintenance

• Set up and maintain organized office files and records for easy reference in case of absence or illness.
• Maintain office and break room supplies, placing orders when necessary.
• Arrange for equipment repairs or replacements as needed.
• Assist the broker/owner with negotiations for new equipment purchases or maintenance contracts.
• Ensure the office, kitchen, and bathrooms remain presentable. Schedule cleaning services and take out trash on Tuesday afternoons.

6. Listing & Agent Support

• Ensure all new listing files are submitted and filed within three days of listing and correctly input into the EXIT system for awards.
• Contact agents regarding any missing documents.
• Set up and maintain the phone/office duty schedule by coordinating with agents.
• Answer phones, transfer calls, and provide superior customer service.

7. Accounting & Financial Management

• Oversee and ensure the accuracy of all accounting procedures, maintaining records in QuickBooks and Excel.
• Work closely with corporate and company accountants, especially at the fiscal year-end.
• Reconcile bank accounts and maintain awareness of the operating account balance.
• Prepare and distribute monthly billings to sales representatives.
• Deliver W-9s to all sales representatives at year-end.
• Process payments for expenses instructed promptly.
• Ensure that accurate records are maintained for all financial transactions.

8. Compliance & Brand Protection

• Monitor for any issues that may reflect negatively on the EXIT Franchise, EXIT International, or the EXIT system.
• Ensure all staff and agents uphold EXIT’s reputation through professionalism and compliance.

Other Duties:

• Perform any additional tasks as assigned by the broker/owner or direct supervisors.

Required Skills & Qualifications:

• Strong knowledge of the real estate industry and transaction coordination.
• Proficiency in Google Suite, QuickBooks, MLS, and other real estate platforms.
• Proficiency in Excel and Microsoft Office.
• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Attention to detail and commitment to maintaining high standards.
• Ability to work independently and as part of a team.

Preferred Qualifications:

• Experience in real estate administration or transaction coordination.
• Familiarity with EXIT Realty systems and procedures.
• Knowledge of general accounting practices.

Work Schedule:

• Full-time, with occasional availability required for urgent tasks.

Join EXIT Bayou Realty and become an essential part of a high-performing team dedicated to excellence and professionalism! Send resumes to Bayleighrigdon@gmail.com

Job Type: Full-time

Pay: $10.00 - $14.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Ability to Commute:

• Lake Charles, LA 70611 (Required)

Ability to Relocate:

• Lake Charles, LA 70611: Relocate before starting work (Required)

Work Location: In person

Salary : $10 - $14