Part-Time Real Estate Administrative Assistant

Job Description

Job Description

We are looking for a Part Time, Real Estate Administrative Assistant needed for our Shrewsbury, NJ location.

REAL ESTATE OFFICE EXPERIENCE REQUIRED

Location: Three (3) days per week at our office in Shrewsbury, NJ.

PLUS additional option to increase hours and work two (2) days per week in our other offices in Hudson County (Jersey City and Hoboken).

Job Type: Part-time, 3 days per week. With the option to extend hours by 2 days per week in Hudson County offices in Hoboken and Jersey City.

Broad Range of Responsibilities for Administrative Duties:

-Coordinate mail flow. (daily)

-Schedule Appointments. (as needed)

-Manage distribution of keys for listings we own. (daily)

-Managing advertising production by keeping a log to ensure that advertising materials and related billing are mailed to printers and newspapers on a timely basis. (as needed)

-Proofread materials, such as advertising copy, personal letters to top clients and direct mail promotions, for content and clarity. (daily)

-Coordinate appointment schedules for open houses, listing presentations, showings, closing meetings and other appointments. An assistant can call to remind clients and prospects of scheduled meetings and keep the agent informed of changes. (as needed)

-Run errands, such as putting up and taking down "For Sale" signs, picking up and dropping off contracts, and adding and removing lock-boxes. (as needed, not often)

-Fulfill miscellaneous administrative tasks, such as ordering stationery and supplies, accepting deliveries, screening phone calls and making copies. (as needed)

Assist Office Manager with the following:

-Assist Marketing manager with Agent Marketing. (as needed)

-Schedule, support, organize AGENT marketing advertising on an as needed basis.

-Keep track of production, billing and shipping dates for advertising materials such as flyers and brochures. (often)

-Carry out clerical tasks or arrange for others to do such tasks as stuffing envelopes and getting new postage. (as needed)

-Schedule weekly, monthly and quarterly ads in all advertising media for active listings to ensure clients receive all the advertising they were promised. (daily)

General Employee Expectations Include:

-Always consider prioritizing income generating tasks first before beginning routine paperwork to insure income for both agent and assistant.

-Keep Agent updated with all communication from clients

- Plan all special projects with an action plan to assure there is a record of time and cost for all projects to be evaluated.

-Be on time and ready to work every day to maintain a good solid working relationship with agent and client.

-Plan a daily to do list

-Manage Incoming Calls

-Answer the phone with a friendly and upbeat attitude and show a caring attitude to everyone who comes in contact with our company.

Agent Listing Support:

-At individual agent request, organize and send Just Sold and Just Listed cards for all listings to increase marketing exposure of property and agent and possibly increase listings in area. (as needed)

-Keep all price changes up to date in the office on our white boards and all websites to help maintain correct information for anyone who may see it. (daily)

-Manage distribution of signs and lock-boxes for all listings. (daily)

-Coordinate all listing items on the listing checklist attached to ensure continuity and good communication between agent, client and assistant. (daily)

Limited Website Maintenance:

-Maintain all websites keeping property information and agent information current, ensuring that all prospects have the most up to date information available. (not often)

-Capture all leads and disburse in a timely manner so all leads are contacted immediately. (daily)

-Maintain Social Media pages with communication between social media team. (weekly)

-When homes are sold, delete listings from all listing websites with agent permission only. (as needed)

-Respond to basic email requests for information in a timely manner. (daily)

-Create standardized email documents describing agent's services, a pre-listing package and instructions on how to locate your listings on the Web. (as needed, not often)

Manage Incoming Calls (daily):

-Be able to prioritize incoming calls and know how to handle different types of calls.

-Priority requests. These calls demand the agent's immediate attention. This category might include repeat clients and buyers interested in high-priced properties. The assistant will forward these requests directly to the agent and answer them as soon as possible, preferably within the hour.

Event Planning (as needed):

If an agent wants to hold a seminar, sponsor a charity event or organize a past client get-together, event planning requires keeping tabs on a multitude of nagging details. The assistant can coordinate the finer points of arranging the agent's event so that the agent will have time to talk with clients and prospects.

Seminars and conferences provide an excellent networking forum, boosting agent recognition within the real estate field. The assistant will keep an eye out for announcements in trade publications and on-line venues about trade events the agent might be interested in participating in. Once the agent is confirmed for the event, the assistant should handle logistics such as flight arrangements, accommodations and rental cars. The assistant also can let clients know when the agent will be out of town on a case by case basis.

If the agent is conducting an event on his/her own, the assistant can be responsible for coordinating these elements:

-Reserving a room and any equipment, such as sound equipment, that the agent or other presenters may need.

-Finding a caterer to provide refreshments. No matter how fascinating a speaker, the attendees will likely be grumpy without pastries and coffee.

-Sending announcements to the local press to promote the event.

-Distributing invitations and following up with invitees.

-Securing the services of a photographer to capture the event for future promotions.

-Preparing materials for the presentation, such as copying handouts and arranging slides.

-Gathering feedback after the event through attendee surveys.

Company Volunteer Efforts:

Charity events raise an agent's profile in the community and make the agent feel good. Volunteering also demonstrates the agent's commitment to the community and may put the agent in touch with potential clients and business contacts. The assistant will perform a number of duties to support the agent's community involvement efforts.

Mondays, Wednesdays, and Thursday preferred, but flexible.

Driver’s License required.

Personal Vehicle required.

Pay: starting at $18.00 per hour

Established in 2009, Boutique Realty has built its real estate reputation on exceptional service, experience, knowledge and highly ethical practices. We are a full service team representing clients in Residential, New Development, Investment, Multi-family and Commercial Real Estate across the entire state of New Jersey. We believe the role of a real estate agent is to put your interests first in guiding one of life’s most important investments with ingenuity and discretion while supporting the communities we serve.

Company Description

Established in 2009, Boutique Realty has built its real estate reputation on exceptional service, experience, knowledge and highly ethical practices. We are a full service team representing clients in Residential, New Development, Investment, Multi-family and Commercial Real Estate across the entire state of New Jersey. We believe the role of a real estate agent is to put your interests first in guiding one of life’s most important investments with ingenuity and discretion while supporting the communities we serve.