Real Estate Administrative Assistant

Administrative Assistant

Position Summary

The Administrative Assistant is a full-time role at Christy Watson Homes. The assistant partners with other administrative team members to keep all administrative and operational tasks running smoothly, so the CEO can focus on clients. The role covers office operations, CRM management, listing and buyer support, marketing, events, and monthly reporting. This position requires a real estate license for state of Colorado.

Ideal qualities: self-driven master of systems; anticipates needs and priorities; personal, customized client care; confidential and reliable (early is on time); open to feedback and willing to push back; detail-oriented (review, then review again); cost-conscious without sacrificing quality; a servant's heart and a lifelong learner.

Requirements: ability to learn new systems quickly is essential. Experience using AI tools is helpful. Excellent written, phone and in-person communication is essential.

Technology skills: Google Drive and file management, CRM systems, Google Sheets, Google Docs, and Windows operating systems.

Work requirements: this is an in-office position. The role requires routine driving within 60 miles, reliable transportation, and a clean driving record. Occasional physical requirements of lifting up to 30lbs and ability to utilize stairs in client homes.

Office Operations and Systems

• Procedures manual: keep the office procedures manual 90%+ current (Google Drive and print); review with the CEO quarterly.
• Files and dashboard: manage client files in shared Google Drive; maintain the annual dashboard of active, pipeline, and closed clients and lead its weekly team review.
• Calendars: maintain daily and weekly calendars of essential tasks; send a weekly recap of wins and opportunities.
• Vendors and expenses: review recurring expenses monthly and re-bid each vendor at least every six months, using the admin network to compare.
• Supplies and materials: stock office supplies and branded items; order signs, open house signs, and marketing materials.
• Commercial building: oversee cleaning, grounds, snow removal, routine maintenance, and the copier vendor; get approval for repairs over $200.
• Education: attend training as assigned (Exec Admin course, Family Reunion, Mega Camp, luxury events).

CRM, Client Touch Plans and Referrals

• CRM management: master Brivity and Command; enter new contacts; set up and maintain auto plans; audit contacts so each has an auto plan and correct tags; evaluate mass-text tools and engagement. Routine auditing of system to ensure health of database.
• Contact plans: track each client's contact plan and tell the CEO daily and weekly which communications are due.
• Manage lead gen pillars: run the monthly marketing calendar by client category, including the newsletter, market updates, gift deliveries; track ROI by activity.
• Testimonials: secure reviews from 80%+ of clients; share them on social and in newsletters.
• Referral partners: maintain the Top referral partner list and plans; coordinate with both TCs until referral checks are complete and on books; book travel and dinners for conferences and luxury offsites.
• Prospecting projects: support geographic and category farming initiatives.

Listings, Buyers and Client Care

• Pre-listing: prepare CMAs and pre-listing packets and ensuring supply is on hand; collect seller questionnaires and file them in Brivity and Google Drive.
• Listing prep: run pre-staging walk-throughs and send seller homework within 24 hours; coordinate repair, staging, and photo vendors; maintain staging and sign inventory; measure homes and enter listings in MLS and ShowingTime.
• Listing launch: coordinate sign and lockbox installation with occasional need to do this if vendor is unavailable; schedule photography and drone; review and edit images; confirm luxury syndication and launch process as needed. Assist in preparing final details to present home to market as needed.
• Listing marketing: run each listing's marketing plan in CRM; produce print pieces, landing pages, and social campaigns from Coming Soon to Just Sold; measure results and recommend changes.
• Open houses: schedule hosts, deliver neighbor invitations, promote online, prepare host supplies, and attend one per month.
• Buyers: maintain buyer schedules; prepare pre-buy packets, buyer guides, and magazine mailers; collect buyer questionnaires.
• Client care: send weekly seller updates (marketing, showings, recommendations); deliver memorable-moment and closing gifts; reinforce the client promise and request reviews before and after closing.

Marketing, Website, Social Media and Events

• Website: keep the Christy Watson Homes site current with seasonal buyer and community guides, town and neighborhood content, monthly market snapshots, luxury pages, and recent listings and sales.
• Social media: plan and queue the monthly content calendar across all platforms with the virtual assistant; promote community events; test formats and channels; measure ads by leads with real phone numbers; stay within budget.
• Annual road map events: execute each event on the road map, including the CRM plan, budget and timeline with the CEO, invite lists by category, day-of setup and guest check-in, and follow-up touches.
• In-office trainings: order print materials, set up the room, and coordinate cleanup.

Reports and Financials

• Monthly reporting: categorize receipts in the bookkeeping system; print and file the expense sheet, hourly pay sheets, P&L, balance sheet, DAs, and the mid-month KW Multi-Year Trends Report.
• Year-end: in December, reconcile the year's KW reports so all transactions are listed; confirm Zillow shows all sales.

Compensation & Schedule

• Hourly: This is a full time hourly position with a pay range between $25-31 per hour with potential for bonus based on individual and team performance.
• Schedule: This is primarily a Monday - Friday 8-4:30 or similar schedule. Infrequent / Occasional weekend days will be needed and planned for in advance.