Real Estate Assistant and Operations Coordinator

High producing and growing real estate team seeks top tier talent with a passion for delivering excellence.

Position Overview: The talented person in this role will be the right hand assistant to the team lead, and will be responsible for execution of a variety of client services and communications for the team. The result is a world class experience for our clients and for our highly driven and motivated team. We look for above average people to be part of our elite team; we measure to higher standards than 95% of others in the industry so that we can provide exceptional service to our clients.

This role requires impeccable accuracy and attention to detail, strong organizational skills, the ability to prioritize tasks based on level of urgency, strong time management discipline and a resourceful, proactive approach to problem solving.

Key Responsibilities:

1. Real Estate Operations Management

• Ensure a seamless client journey from client onboarding to post close experience, with the exception of the contract to close process, which is handled by our Transaction Coordinator.
• Support agents to deliver an exceptional customer experience, from the early sales process through closing and beyond.
• Oversee team functions and systems, including transaction checklists and workflows.
• Submit executed contracts and necessary forms to brokerage compliance departments (CDA Submission and Approval).
• Coordinate commission check delivery to the office and to agents.
• Proactively seek training opportunities to enhance efficiency and expertise.

2. Client Care & Administrative Support

• Oversee and execute miscellaneous client needs, logistics, and interactions.
• Execute client onboarding, ensuring proper database entry and tracking.
• Manage Monica's calendar and set appointments.
• Start paper files for the office for new clients.
• Track lead distribution and verify active clients are being monitored in team pipeline trackers.
• Manage marketing projects and systems to ensure execution and delivery.
• Maintain databases (Command, Constant Contact, CTM, Lolo).
• Execute the Review Request system through Rate My Agent.
• Schedule Monica's showings, closings and various appointments.
• Coordinate, manage and attend client appreciation events.
• Handle ordering of client gifts, writing or designing cards, and design of and ordering supplies for seasonal marketing materials.
• Prepare and coordinate delivery of under contract and closing gifts.
• Order and manage office supplies.
• Initiate new listings in MLS systems.
• Monitor license requirements and CE credits for agents.
• Manage outgoing referrals to include referral forms, tracking sale progress and delivery of referral fee payment.
• Respond to appraisal verification inquiries.
• Assist with social media updates and communications.
• Create and manage systems for client tracking and lead generation.

3. Social Media Management

• Update social media channels with under contract, offer submitted, just listed and just closed posts
• Create, schedule, and post content across platforms.
• Develop new systems to increase reach and audience across the different platforms

4. Listing Management

• Accurately input and manage property listings in MLS and other platforms.
• Ensure correct entry of property details, photos, and descriptions.
• Coordinate with sellers to gather necessary information and schedule photoshoots.

5. Scheduling & Coordination

• Manage the team calendar, including client meetings and deadlines.
• Schedule appointments and confirm details with all parties.
• Organize team meetings, training sessions, and other events.
• Assist with office management at KW Aspire, including new agent onboarding, and office meetings, training and events

6. Represent Monica Shea Team and KW Aspire

• Be an ambassador at all times, representing the team and office culture
• Always on the lookout for additional top tier talent who would be a good fit for our team or office
• Seek new relationships and business opportunities for the team and office

Qualifications:

• PREFERRED: Licensed realtor OR real estate background with an understanding of real estate workflows with executive assistant experience in real estate.
• MUST: Impeccable grammar and excellent communication skills.
• Proficiency with social media.
• Familiarity with MLS, ShowingTime and CRM systems.
• Strong organizational skills and high attention to detail.
• Ability to manage multiple tasks and prioritize daily tasks and projects in a very fast-paced environment.
• Effective oral and writing skills, with an ability to communicate in a professional, warm, friendly tone.
• Proficiency with ChatGPT applications in the workplace and industry

Personal Attributes:

• Humble, hungry, curious and enthusiastic
• Self-motivated and able to work independently to get results.
• Highly organized with attention to detail, even in a fast-paced environment
• A passion for providing a world class experience to our clients and cooperating agents, and delivering white glove service across the board
• Positive attitude, excitement to grow, and enthusiasm for continuous improvement
• Resourceful with strong critical thinking and problem-solving skills.
• Professional, polished and stylish in personal appearance.
• Kind, friendly and respectful in all interactions (Disney-style values and service level)

The position is full-time in person (not remote). Salary depends on experience with potential for bonuses.

To Apply, please submit the following:

• Updated PDF version of your resume
• Brief video introduction, sharing the top 5 things about your personality, skills and/or past work experience that you feel set you apart to support a top real estate agent’s business.
• Handwriting sample (photo): a greeting card message you'd write as me, to a potential client after I met them for the first time
• Specific examples of ways you have helped other companies or teams establish systems
• Applicants must submit a DISC assessment form with the application. Click Here for free assessment (takes about 10 minutes). https://profiles.innermetrix.com/VO/9aeca2fe/en?fbclid=IwAR2r5AM0XgZ59n3vvwRlZ1OIBbWhAjpxnGTctfJkK4o7c7kMYInmrP3Bt2c

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Ability to Commute:

• Colorado Springs, CO 80921 (Required)

Work Location: In person

Salary : $50,000