What are the responsibilities and job description for the Real Estate Brokerage Executive Assistant position at HR Resolutions?
Summary: The role of the Real Estate Brokerage Executive Assistant (EA) is to facilitate communications, efficient operation and support of a full-service real estate brokerage offering sales, property management and development (building) related services. This role requires a highly organized, proactive individual who thrives in a fast-paced, client-focused environment. The Real Estate Executive Assistant will be tasked with daily functions to increase the efficiency of the President of the organization that oversees sales, property management, construction and leadership. This role is the leader behind the leader that will facilitate growth of all aspects of the business.
Key Responsibilities:
Administrative Support:
- Provide periodic support for sales agents, property management team, and building company.
- Administer the calendar and scheduling for the President along with screening and filtering communication on a daily basis
- Handle incoming calls, emails, and other communications in a timely and professional manner.
- Maintain and organize office files, documents, and contracts, ensuring all records are up-to-date and easily accessible.
- Enter, code and prepare checks for signature and review.
- Greeting visitors and determining access to appropriate parties
- Communicate with and support marketing and recruiting efforts for the business
- Assist with preparing and editing correspondence, presentations, and reports.
- Prepare and coordinate client meetings and property showings, including communication with clients and agents.
- Ensure exceptional client service, maintaining a professional and approachable demeanor.
- Oversee administrative projects related to marketing, listings, and transactions.
- Maintaining an accurate and updated pipeline of listings and sales in process for the office.
- Assist with compiling and archiving action items for Sales, Property Management & building business activities.
- Assist with recruiting, onboarding, and training new agents or staff.
- Maintain office supplies and manage the day-to-day functioning of office space.
- Prepare and distribute office memos, reports, or newsletters to internal staff.
- Assist with processing mail, filing, maintaining listing and sales documents, preparing documents for signature, entering and maintaining listing information into multiple listing services.
- Process billings, commission tracking, invoices and other P&L supporting functions.
- Manage and maintain schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Process business accounts receivables and payables as well as assist with budgeting.
- Update and maintain databases, CRM systems, and listings.
- Assist with data entry related to new transactions, property details, and client information.
- Oversee and administer Zipform & Docusign documentation for the office sales activities.
- Handle confidential information with discretion and professionalism.
- 5 years executive administrative support or executive assistance
- Advanced experience in Google Workspace
- Experience in Quickbooks
- Experience in real estate industry practices, terminology including a license is a plus.
- Excellent organizational skills, attention to detail, and ability to multitask.
- Strong verbal and written communication skills.
- High level of professionalism and ability to maintain confidentiality.
- Ability to work both independently and as part of a team.
- Ability to thrive in a fast-paced and dynamic environment.
- Flexible start and end time between 8a to 5p Monday to Friday.
- Position requires use of fingers, hands, and arms on a consistent basis for computer and phone work.
- Occasional evening or weekend work may be required.
- The employee must occasionally transport up to 50 pounds.
- Position requires the ability to talk and hear.
- 2 weeks paid vacation
- 401(k) with employer contribution annually
- Medical
- Dental
- Vision
D’Angelo Realty Group is an Equal Opportunity Employer
