Below is a job description for a part-time (15 to 20 hours per week) real estate assistant to Kevin Hackney, Realtor (Tennessee License #772009733), leading to possible 40 hours per week. Salary negotiable.

 

The position will be responsible for assisting between 30 and 50 real estate closings and 25 to 50 rental properties on an annual basis.  Licensed realtor preferred but not required. 

 

Send all resumes and salary requirements to kevin@kevinhackney.com.  Interviews will be in August 2011. 

 

 

 Real Estate Assistant Job Description

 

Personal Marketing

 

Schedule and organize personal marketing advertising on a monthly basis to ensure constant personal marketing.

Locate vendors to produce and distribute marketing materials and request prices from them, assuring the best quality products for the best prices. 

Maintain routine contacts with graphic designers, printers, mailers and other vendors to ensure that deadlines are met. 

Keep track of production, billing and shipping dates for advertising materials such as flyer's and brochures. 

Enter new contact names, address, and emails from information request, open house guest books and other sources in our database. 

Track and execute a mailing schedule using Top Producer to synch with your database to create merged letters and other correspondence.

Create marketing materials with agent such as writing copy for a newsletter or use pre-designed newsletter. 

Respond to phone requests for information about your services by sending standardized packages of information.

Follow up on marketing materials with phone calls to make sure that customers received the letters and see if they are a current prospect for us to contact.

Carry out clerical task or arrange for other to do such tasks as stuffing envelopes and getting new postage in the meter.

 

General office duties

 

Always consider prioritizing income generating task first before beginning routine paper work to insure income for both agent and assistant.

Communicate with clients at least once a week to check on their needs and assure clients understand we care about their concerns and needs.

Keep Agent updated with all communication with clients to maintain continuity of communication between client, assistant and agent.

Plan all special projects with an action plan to assure there is a record of time and cost for all projects to be evaluated at the end of each year for the following year.

  

Property Management

 

Manage property management software program (Buildium.com).

Manage advertising for MLS, Craigslist, Hotpads and other rental property sites.

Coordinate move in and move out checklists for owners and tenants.

Create and manage all files and paperwork associated with property.

Oversee all repair requests and follow up from owners, tenants, and vendors.

Keep agent updated on all communications.

 

Prospecting

 

Develop prospects list - Locate addresses and phone numbers for targeted seller categories to use for direct mail. Scan the MLS for expired listings, research tax records for out of state owners, check local newspapers for unrepresented sellers and search all possible media to find prospects for buying of selling.

Analyze market demographics to look for new niches. Contact local economic development councils or community groups to find demographic information about our community. Find who is moving in and who is moving out and what niche agent should focus on.

Create a warm call list from responses to mailings or other promotions. Return calls to all prospects even if they do not need agent's services right away but still send them information about agent.

 

Listing Support

 

Enter all listings in the Middle Tennessee (Multiple Listing System) MLS within 24 hours of signed listing agreement.

Review and proofread all listings for corrections and make changes as needed.

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.

Maintain photos in MLS and all websites. Ensure all photos are inputted and represent the property well. If photos do not represent the property well, notify agent right away.

Obtain feedback from all showings and forward to seller and agent. Keep a feedback log up to date. This will ensure good communication with client and help both client and agent suggest changes that may help client sell home faster.

Keep all price changes up to date in MLS and all websites to help maintain correct information for anyone who may see it.

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

Assemble pre-listing and listing packets using our standard format. Listing packets and pre-listing packets to be ready at moment’s notice so that agent can list a home as quickly as client may need.

 

The listing packet should include the following:

 

Distribute the pre-listing packet a few days before the listing presentation. Deliver the packet via express mail or in person then follow up with a phone call to make sure that the seller received it.

 

The pre-listing packet should include the following:

 

Conduct Primary CMA research following a preprinted form provided. This will include searching the MLS for relevant pricing data on recent sales and listings. Data will be given to the agent to interpret and then put in a nice presentation packet to be given to seller at listing appointment. At all times agent and assistant will strive for a professional presentation using quality data, quality media and quality interpretation of data.

Review all ads after publication to check for errors or needed changes in the future to ensure we produce only quality media for both the client and the agent. The agent and assistant will strive to immediately correct errors if they occur, understand why the error occurred and take action so it does not occur again.

Make copies of all ads and send to sellers on a weekly basis so that clients know what is being done for them.

Design flyer's within 48 hours of listing and deliver to each property with the following information: MLS report, property disclosure, lead base paint disclosure, city information, school information, business cards, etc.

Maintain signs and lock-boxes for all listings, including pending and solds, and final pick up.

Coordinate all listing items on listing checklist attached to ensure continuity and good communication between agent, client and assistant.

 

Closing Coordination

 

Coordinate all closings using the checklist attached to ensure continuity and good communication between agent, client and assistant.

Keep a contact record on forms provided on all buyers and sellers getting ready for closings.

Keep strict tabs on deadlines in contract including:

  • Appraisal ordered
  • Inspections deadlines
  • Closing dates
  • Occupancy dates

Double check that client submits all relevant paper work to loan officer, such as tax return employment verification and bankruptcy dispensations. Also to make sure both buyer and seller apply for loans and are approved for loans meeting the deadlines of their contracts.

 

Website Maintenance

 

Maintain all websites keeping property information and agent information current, ensuring that all prospects have the most up to date information available.

Capture all leads and disburse in a timely manner so all leads are contacted immediately.

Other website duties include:

  • Making sure URL's to outside sources of information listed on websites have not ceased operations or changed addresses.
  • Add new listings to the website, MLS and any other listing sites we use, including Advanced Access, DABR, CINCY MLS, and others.
  • When homes are sold, delete listings from all listing websites with agent permission only.
  • Collect and add new content on a continual basis. Research and secure permission to use content such as real estate articles from local newspapers, national publications, links to local chambers of commerce or school districts as well as other content that may enrich the site.
  • Respond to basic emails request for information in a timely manner. Create standardized email documents describing agent's services, a pre-listing package and instructions on how to locate your listings on the Web.

Manage Incoming Calls

  • Priority requests. These calls demand 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 agent and answer them as soon as possible, preferably within the hour.
  • Personal response. This type of call also requires a direct response, but is not as time critical. This might include potential customers who want to make an appointment or who have in-depth questions about the home selling process. Everyone who requests a personal response should receive one. The agent should, however, respond to these messages as quickly as time permits, by the close of business the same day, if possible. If for some reason the agent cannot call back, the assistant can call back and cover for agent until the agent can make the call.
  • Informational response. The assistant can handle this type of call, which typically includes basic questions about agent's services, general information about the community, and requests for a basic listing sheet (if licensed) and brochure about a property. Use our standardized forms for letters and materials that address frequently requested information - such as the steps involved in selling a home - for assistants' use. Assistant to personalize letters with the requester's name and address using a mail-merge feature. The assistant can set up an automated response feature in agent's e-mail to send some types of information in response to certain key words in the subject line.

Volunteer Efforts

The assistant will perform a number of duties to support the agent's community involvement efforts. These tasks include:

  • Soliciting donations of food or raffle prizes from local businesses to use at the event.
  • Hanging posters and handing out flyers to promote the event.
  • Sending invitations and following up with invitees.
  • Distributing announcements to local press to promote the event.
  • Coordinating food, equipment and facilities for the event.
  • Arranging for a photographer to record the event for use in future promotions.
  • Sending thank-you letters to donors and attendees.
  • Creating and distributing a press release on the outcome of the event.


Administrative Duties

Coordinate mail flow by scheduling and tracking direct mailings to prospects and past clients.

Update mailing lists by adding new prospects and making address changes as needed. 

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. 

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

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.

Maintain a document log for each transaction as a way of ensuring that necessary materials are being received and filed properly.

Run errands, such as putting up and taking down "For Sale" signs, picking up and dropping off contracts, and adding and removing lock-boxes.

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

Follow up with buyers and sellers after the transaction to solicit feedback on the transaction experience.