Now Hiring - Keller Williams Realty, Inc. - Administrative Assistant - Real Estate Team in Arlington, VA

Full description of the position

Introduction: We're hiring a motivated real estate administrative assistant to join our growing team. The position requires the candidate to be in the office 5 days per week. Responsibilities include administrative duties such as keeping track of documents, schedules, and appointments, data entry into the MLS and databases, and documenting & revising Standard Operating Procedures (SOPs) and templates. You'll also support the team by onboarding new agents, providing contract guidance, and coordinating Team events. The ideal candidate should be a great communicator who is driven, organized and highly detail-oriented. Major Duties: 1. Listing Support/Coordination: a. Listing Appointment follow up, including Next Steps email - Include listing timeline and marketing calendar. b. MLS - listing data entry with a focus on accuracy and highest degree of presentation - remarks, photo captions, etc. Refresh remarks and photo sequence as needed. c. Execute Master Transaction Coordinator Checklist - Seller Side d. Submit documents to Broker for compliance via Command at each step of the transaction (Listed, Contract, Closed) e. Prep Listing Book & Features List (Canva) f. Feedback reports to sellers (Tuesdays). See FeedBack Template for our listings g. Prospecting for buyers in the MLS and Team Databases (use email template) 2. Agent Support: a. Serve as the primary day-to-day point of contact for team agents. b. Execute Agent Onboarding in coordination with COO. Monitor agent progress and report to Team Lead. c. Assist agents with their value proposition - edit, revise, feedback d. Contract & lease advice/guidance when necessary e. Transaction consulting f. Create Open House flyers branded to Team & Agent using Team template in Canva g. Create Social Media posts with calls to action for agent sharing 3. Lead Coordination: Add Team buyer leads to Command & By Referral, assigning Collaborators/Agents, track lead Source. Track conversion rates for agent accountability. 4. Database Support: a. Client Care calls & Check ins (Team Lead's database) b. Database Updates & Management (additions, housekeeping, segmentation) c. Communication with hot prospects - (minimum resumes and value propositions sent weekly) - daily d. Plan and execute email blasts to By Referral database (monthly - current real estate trends & news, client events, seminars, open houses, just-listed, etc.) 5. Team Support: a. Update Team Calendar: listing dates/deadlines, open houses, settlements, relevant KWMC trainings & events (pull from the Weekly Events email sent every Sunday by DFI), Team events, Team meetings, etc. b. Plan & Coordinate Team Events with COO c. Prep & Coordinate for Hiring Events at KWMC in cooperation with COO d. Establish and hold regular Office Hours for agent support e. Document & revise Standard Operating Procedures (SOPs) and templates in Team Drive f. Prioritize and execute daily, weekly and monthly administrative tasks 6. Marketing Support: a. Create and execute a Team Social Media Marketing Plan & Calendar to promote the brand and listings - coordinate with the current year business plan. Include daily, weekly, monthly tasks & goals. Identify how agents can adapt and use the plan to promote themselves and the Team. b. Daily 10x10x5 Instagram and Facebook c. Grow social media followers d. Revise and update Team Website as needed e. Revise and update the existing Marketing Strategy template for Listings, (including digital media plan strategy) as needed. Create property flyers, brochures, and other marketing media for Team listings. f. Create and execute a Marketing Plan template to promote new Team Agents Knowledge, Skills and Abilities Required by the Position: Knowledge of the real estate industry and professional standards. Real estate license(s) is a plus. Excellent oral and written communication skills: Ability to communicate clearly and professionally with clients, colleagues, and other stakeholders. Highly organized: Real estate transactions involve a lot of paperwork and deadlines. An administrative assistant should be highly organized to keep track of documents, schedules, and appointments. Attention to Detail: Real estate transactions require accuracy. An administrative assistant must pay close attention to details to ensure that documents are completed correctly and that nothing is overlooked. Job Type: Full-time Pay: From $50,000.00 per year Schedule: * Monday to Friday * Weekends as needed License/Certification: * Real Estate License (Required) Work Location: Multiple locations