Sales Office Administrator

Looking for a motivated person to join our team and assist in admininstrative and marketing duties to growing our team and being able to serve our clients in a more effective and efficient ways.

*Please note this is a full list of required job details for the longrun, this is to be implemented gradually.

Supervisory/Management
- Monitor that all paperwork pertaining to listings, buyer contracts, sales and purchases are executed and handed in to Call Coordinator in a timely fashion
- Oversee the VIP Buyer Program (House Hunting Service) - leads are being followed up with at a minimum of every 30 days
- Track advertising responses and prepare a weekly report for Rainmaker
- Review problems/issues/exception reports with staff
- Recruit, hire and train new team members
- Collect and approve time sheets from Inside Sales and Team courier
- Handle client concerns/complaints
- Attend all Monday morning meetings

Administrative
- Assist with the day-to-day operations
- Open, review and distribute mail accordingly
- Provide Rainmaker with daily reading material and highlight significant issues that require prompt attention
- Monitor/negotiate any expenditure on behalf of the office (e.g. couriers, furniture, computers, office supplies, etc.)
- Assist with incoming telephone calls and general office duties - must be cross trained on essential administrative duties

Oversee the Following Operations
- Assist Rainmaker with determining annual budget
- Review all Accounts Payable and approve invoices for payment
- Review all Accounts Receivable
- Approve any miscellaneous office expenditures
- Implement budget controls on expenses
- Meet with Rainmaker regularly to discuss financial and staff issues
- Review distribution of marketing materials (flyers, postcards, newsletters, etc.) to ensure coverage of areas and distribution prices
- Screen all sales/charity/sponsorship requests and provide Rainmaker with synopsis

Overall Responsibility
- To act as “office quarterback” by being fully knowledgeable about all details of all listings
- To provide technical support for all Team members, manage the database system and oversee/execute all prospect/client communications
- To manage the in/outflow of cash, and report long and short-term analyses to enable management to make appropriate decisions affecting the health, profitability and direction of the company

Specific Duties
- Receive incoming calls
- Screen/intercept advertisers/individuals looking for sponsorships etc. and direct them to Office Manager
- Intercept calls and provide assistance to those who require it (eg. Sellers, buyers, agents, etc)
- Take Quick-Over-the-Phone Home evaluations
- Enter all leads paged to agents into contact management system and schedule follow with agent for Office Manager
- Book listing appointments, always filling out Qualifying Questions form
- Open file for each listing and buyer - include contracts, feature sheets, photos etc.
- Enter listing into contact management system with as much detail as possible and launch listing plan
- Input listings onto MLS System
- Order For Sale sign and appropriate riders
- Load any price changes/extensions onto MLS System
- Update contact management system with details of all offers
- Enter sales in sales log
- Update Listed/Sold board in boardroom
- Launch Conditional or After Sale Plan in contact management system
- Enter all canceled/expired listings into contact management system and launch plan
- Load property ads online
- Load property ads on newspaper site
- Check commission splits and Inside Sales percentages for accuracyOrganize Team Couriers schedule for each day
- Follow up daily with all agents who have shown our listings in order to gather feedback
- Enter all showing data into the contact management system
- Follow up weekly via telephone with all our sellers to give them feedback from showings and to update them on any change in market conditions
- Prepare monthly listing feedback reports for agents
- Prepare CMA’s (comparable market analyses) for any recommended price reductions
- Assist sales team in the evenings when necessary
- Update agents weekly on any areas of concern that sellers may have (i.e. reductions, extensions, issues, etc)
- Schedule and confirm appointments with sellers for all Tour of Homes, one month in advance
- Prepare monthly schedule for Tour of Homes, identifying which agents will conduct each tour
- Obtain client testimonials (including a photo) and forward to Rainmaker for inclusion in advertising
- Launch Market Watch Newsletter for all past clients who are remaining within our real estate trading area
- Generate property inventory list
- Prepare advertising summary for listings
- Write and record all hotline scripts
- Attend weekly Monday morning meetings

Administrative:

- Prepare CMA printouts for all agents to fulfill Quick Over-the-Phone Evaluations
- Run feature sheets
- Prepare client correspondence for agents as requested
- Assist in answerin