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Administrative Assistant Wanted for Beaudoin & Associates Realtors

Beaudoin & Associates, REALTORS

 JOB DESCRIPTION

 

Job Title:    Administrative Assistant 

Position Reports To:     Brenda Beaudoin, President 

The primary function of the Administrative Assistant is to perform diverse secretarial and administrative duties in order to help the president organize, build and grow their real estate business.  These objectives are achieved by: 

          Managing the President’s time 

          Organizing the business administratively       

          Generating referrals by covering the “BIG 3” with every client and    every contact (see              attached “The Big 3”) 

Key Duties: 

Assure the President in performing the “A” projects, e.g. List homes, show and sell homes, meet with clients, (see detailed list of “A”, “B” and “C” projects attached) 

Assist the President in maintaining a consistent follow-up program with the entire client base, both current e.g. daily contact and; after sales e.g. monthly contact, by preparing the daily written plan of “To Do’s”, and “Calls”.  Prepare all “Letters” as needed. 

Complete and prioritize a daily “To-Do-List” in order to have measureable results for day-to-day operations. 

Assist the President with organizing and identifying their “A”, “B” and “C” clients. 

Manage the Client Appreciation Program and all other marketing programs in existence or generated in the future, which shall include a consistent follow-up program with the entire client base.  

Assist the President in reaching all company and agent related goals. 

Maintain and organize the President’s daily schedule through time blocking and reverse scheduling techniques. 

General Responsibilities: 

Understand and support established company philosophy, policies, and procedures to provide proper and effective service as requested. 

Protect the President’s time by keeping interruptions to a minimum through screening calls, visitors and incoming mail. 

Seek to build relationships with the agent’s current and existing clients.  (Current clients are those with transactions in progress; existing clients are those that the agent has handled transactions for in the past.) 

Answer all telephone calls with confidence and a quality service. 

Handle as many calls as possible from beginning to completion; handle hem accurately and efficiently, make sure each client is completely satisfied with your responses. (IMPORTANT NOTE – all clients should feel that the President is available to them) 

Document all calls and identify where the call was generated (sign, referral, ad, etc.) 

Greet clients and vendors courteously and confidently. 

Process assigned tasks, customer inquiries, and other related work in a timely manner (Agent to identify standards). 

Track all listings, under contracts and closing plans from the onset of a contract through and after closing has occurred assuring all dates and commitments are met.  Generate all necessary extensions as needed prior to date of expiration.  Communicate with President on progress of all transactions. 

Follow through on all commitments or promises made by our office. 

Maintain a schedule of the President’s time:  calendar, meetings, projects, etc., confirm all appointments. 

Identify problems, recommend solutions, offer money saving ideas/money making ideas. 

Maintain and organize supplies to avoid emergencies; keep an inventory list. 

Seek improvement to existing procedures and systems, ask questions. 

Maintain a professional office environment 

Promote an environment of team work

Perform other related duties as assigned.