Part-Time Real Estate Team Administrative Assistant

The Meridian Real Estate Group is seeking a proactive, highly organized, and supportive professional who acts as an extension of our team’ agents ultimately allowing them to focus on listing, selling, and client relationship management.

Regular Work Activities – What are the most frequent and essential work activities of this job?

Assisting Team Lead

• Review / monitor emails
• Set appointments (as needed)
• Add contract dates to calendar
• Adding contacts and notes to CRM when requested
• RSVP to events, Continued Education, etc. when requested
• Minor bookkeeping (AR / AP) and budget review
• Work with accountant and team leader to help maintain the books, as needed
• Pay bills and payroll- (if applicable),
• Review and manage monthly expenses and always look for ways to improve profits
• RE licence expiration reminders and monitoring
• GA Secretary of State renewals for Meridian Real Estate Group and other LLC’s
• Payment confirmation reminders for commissions

Assisting Team

• Fill in agent referral agreement when applicable and follow up until executed
• Turn Coldwell Banker documents into templates in Dotloop** BBA, Listing Agreement, ABA, etc
• Creating drafts documents of brokerage agreements, offer contracts, lease docs, amendments etc.using Georgia Association of Realtor forms and uploading them into DotLoop for agent review
• Confirm agents commission splits between agent and team
• Once listing or buyer agreements have been executed, assist and/or oversee the team’s Transactional and Listing Management Service Provider as needed with pulling deeds; inputting and managing all listings in FMLS, MLS, Listing Concierge, Dash and CoStar; maintaining and organizing listing and contract documents in Dotloop; managing all contract dates and details through closing; the coordination of photo shoots and sign installation for listings
• Send out referral and review requests to clients after closings
• Track sales volume in CTE software
• Assist team agents as needed with database (CRM) management including data entry of contacts, sales pipeline management and data cleanup
• Update Standard Operational Procedural Manual as needed
• Vendor relations

Key Skills – What behavioral traits, attitudes, and skills are required for this candidate in this role?

• They are proactive problem-solver; anticipating needs, managing client inquiries, and fixing issues before they arise.
• They are strong written and verbal communicators with professional interpersonal skills for interacting with clients, inspectors, and lenders.
• They can manage emails, phone calls, and scheduling property showings/open houses when needed.
• They are exceptionally organized; possessing the ability to manage multiple transactions at a time, meticulously handling paperwork, contracts, and deadlines to ensure compliance without errors.
• They have strong CRM, MLS, Microsoft Office/Google Suite proficiency, and can manage complex calendars/transactions
• They can read and understand lengthy real estate contracts
• They are concerned about doing things the right way and are calm under pressure
• Can work with high level executives, professional athletes and celebrities without being intimidated or star struck
• Strong desire to support and assist the team and its leader with a service-based attitude
• Works well in a team environment as well as autonomously with dedication proactively managing tasks with minimal supervision

People Contacts and Interactions – Who are the people this person will be in contact with and how often?

• Lead Agent – Daily
• Team Agents – Regularly
• Director of Technology – Weekly
• Buyers/Sellers/Vendors – Regularly

Compensation — What does this position pay?

• Compensation will be commensurate with the candidate’s experience and capabilities
• This is a part-time position
• Candidate will likely be paid as a 1099 independent contractor and can maintain their real estate license if they have one and can continue selling if desired

Experience — What prior industry specific experience will be beneficial for this person to succeed in this role? Having one of the following will be essential.

• Past or present real estate license
• Commercial real estate experience
• Previously worked as an administrative assistant for a real estate agent or team especially one with Coldwell Banker Realty

Narrative: This Administrative Assistant is an individual looking to become an integral part of a very successful real estate company by managing the day to day details for the team lead and assisting the team with administrative tasks. Can work independently and is deeply committed to completing tasks the right way with a high degree of quality. He or she is detail and system oriented, organized, loves to be able to check off daily tasks, and gains fulfillment from serving and helping others.

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