Real Estate Administrative Assistants (1 F &1 PT)

Company Description

The Toni Everett Company has been a leader in Tampa real estate for over 40 years, known for its exceptional service and customer dedication. The company has earned a reputation for providing authentic, thorough, and trusted representation to clients of all kinds, from first-time buyers to seasoned investors. By combining deep industry knowledge with a commitment to exceeding expectations, The Toni Everett Company delivers best-in-class real estate solutions. With a focus on building lasting relationships, the team offers consistent, first-rate support before, during, and after every transaction.

Role Description

• PART TIME POSITION - 2 to 3 weekdays & every other weekend (half days)
• FULL TIME POSITION - 4 weekdays & every other weekend (half days)
• Opportunity to learn from one of the top brokers in South Tampa
• Hourly rate is competitive and based on experience

Transaction Coordination & Contract Management

• Coordinate all aspects of real estate transactions from contract to closing
• Prepare and complete contracts, addendums, inspection contingency releases, and related documentation
• Maintain complete and compliant listing and buyer transaction files
• Utilize contract checklists for all listings and buyer files
• Create and manage transaction calendars with all critical deadlines
• Coordinate closings with clients, title companies, and other parties as needed
• Arrange and manage keys, remotes, security codes, and access items for closings
• Provide clients with detailed closing instructions

Listings, MLS & Marketing Support

• Prepare listing agreements and all required listing documentation
• Enter listings into the MLS and manage status updates
• Create comparative market analyses (CMAs)
• Schedule and coordinate photography, Matterport, and drone shoots;
• Coordinate placement and removal of signage with sign companies
• Organize and maintain listing photographs in the order and format requested
• Perform light photo editing and Photoshop tasks when required
• Assist with research projects and marketing studies

Showings & Seller Communication

• Schedule showings in accordance with Tonis processes and procedures
• Show listings when required and attend showings with Toni when requested
• Before and after each showing, communicate with sellers via email, text, or phone to:

o Obtain authorization to show

o Confirm showing times

o Provide post-showing feedback

• Create and send daily or weekly sellers showing updates using approved templates
• Maintain and update traffic reports for each listing, including showings, calls, and relevant notes

Inspections, Appraisals & Vendor Coordination

• Schedule inspections, appraisals, and vendor appointments
• Attend inspections, appraisals, and vendor appointments at listing properties as required

Administrative & Office Support

• Manage and monitor all emails
• Assist with email correspondence
• Maintain a spreadsheet or calendar of all active listings and corresponding expiration dates
• Scan and upload completed transaction documents into digital files once properties close
• Maintain a log of incoming calls (for Toni and, occasionally, rentals)
• Prepare, print, and keep listing fact sheets stocked and organized

Team & Department Support

• Serve as backup support to fellow assistants and administrative team members
• Assist onsite sales gallery staff with administrative support and paperwork when needed
• Provide backup support to the rental department, including showings and repair coordination
• Deliver printed marketing materials and magazines to owners of advertised properties

Professional Expectations

• Maintain clear, consistent communication
• Demonstrate strong organization, discretion, and time management skills
• Adapt to changing priorities in a fast-paced luxury real estate environment

Qualifications

• Real Estate License with at least one year of industry experience
• Strong interpersonal skills and the ability to foster positive relationships
• Effective communication skills and a professional demeanor
• Experience in providing excellent customer service in a client-facing role
• Proficiency in Administrative Assistance tasks, such as scheduling, document management, and data organization

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