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Executive Assistant/office Manager

1 month ago

Surrey, Canada Harry Khosa PREC Full time

### **1. Core Responsibilities**

### **Administrative Support**
- **Scheduling & Calendar Management**
- Coordinate and maintain appointments, showings, open houses, and meetings.
- Confirm appointments with clients, agents, and other stakeholders.
- Set reminders for key deadlines such as contract expirations and inspections.
- Draft and send professional correspondence to clients, leads, and vendors.
- Screen calls and messages, forwarding only important communications.
- **Document Preparation**
- Prepare listing agreements, contracts, and disclosure forms.
- Maintain an organized system for tracking signed documents.
- Proofread all documents for accuracy and compliance.
- **Database & CRM Management**
- Update client information, property details, and transaction records in the CRM.
- Organize and categorize leads for targeted follow-ups.
- Generate regular reports on leads, sales, and marketing campaigns.

### **Client Relationship Management**
- Serve as the first point of contact for client inquiries.
- Provide updates to clients regarding transactions and showings.
- Send thank-you notes or gifts to clients post-transaction.
## **2. Marketing Support**

### **Property Listings**
- Input property details into MLS and other platforms, ensuring accuracy.
- Write compelling property descriptions.
- Coordinate with photographers and videographers for listings.

### **Digital Marketing**
- Manage social media accounts: create posts, schedule updates, and respond to inquiries.
- Track analytics to measure campaign success.

### **Open Houses and Events**
- Prepare and distribute promotional materials.
- Coordinate logistics for open houses, including signage and refreshments.
- Follow up with attendees after the event.
## **3. Transaction Coordination**

### **Pre-Contract**
- Schedule showings and follow up with agents for feedback.
- Prepare CMA (Comparative Market Analysis) reports for clients.

### **Under Contract**
- Liaise with escrow companies, lenders, inspectors, and appraisers.
- Ensure all deadlines in the contract are met.
- Track contingencies and provide reminders for due dates.

### **Closing**
- Confirm closing details with all parties.
- Assemble closing documents for easy reference.
- Prepare post-sale client packets, including contact details for utilities and local services.
## **4. Financial & Office Management**
- Track and reconcile business expenses.
- Prepare invoices and manage payments to vendors.
- Order office supplies and ensure a professional work environment.
## **5. Personal Assistance**
- Manage personal appointments and errands as needed.
- Organize travel itineraries for business trips.
- Handle any ad hoc tasks that ensure the Realtor can focus on high-priority activities.
## **6. Required Skills and Tools**

### **Skills**
- Strong organizational and time-management abilities.
- Excellent communication and interpersonal skills.
- Proficiency in real estate software (e.g., MLS, DocuSign, CRM systems).
- Detail-oriented with the ability to prioritize.

### **Tools**
- CRM platforms (e.g., HubSpot, Salesforce).
- Marketing tools (e.g., Canva, Adobe Suite).
- Scheduling software (e.g., Calendly, Google Calendar).
- Project management tools (e.g., Trello, Asana).
## **7. Daily Workflow**

1. **Morning Check-In**:

- Update the Realtor on the day’s priorities.

2. **Midday Tasks**:

- Process new leads or inquiries.
- Coordinate with vendors or clients.

3. **Afternoon Focus**:

- Execute marketing campaigns or social media updates.
- Prepare for evening showings or events.

4. **End-of-Day Review**:

- Send daily progress updates to the Realtor.
- Ensure all tasks for the day are complete.
By adhering to this manual, the Executive Assistant can maintain the efficiency and professionalism necessary to support a successful real estate business.

**Job Types**: Full-time, Permanent

Pay: $20.00-$25.00 per hour

Expected hours: 40 per week

Additional pay:

- Commission pay

**Benefits**:

- Commuter benefits
- Flexible schedule
- Paid time off

Schedule:

- 8 hour shift
- Monday to Friday
- Weekends as needed

**Education**:

- Bachelor's Degree (preferred)