Part-Time/Freelance Admin Assistant
Job Description
Admin Assistant
Calendar Management and daily to-do list
Schedule meetings, send invites and reminders
Email management
Data scraping
Research personal information such as date of birth, phone number, email address,
social media accounts, etc. (data mining)
Build, implement, and manage systems
Maintain the operations manual that documents all systems and standards
Keep the team informed regarding any issues that need to be handled
CRM management (KW Command)
Help create campaigns and Smartplans in Command
Data entry
Sending out newsletters
Ensure the client is entered in CRM with updated contact info
Create and update listing presentations and listing packets
Help with transaction coordination
Creating buyer/seller paperwork/agency agreement
Creating listings and putting them live on MLS
Preparing listing documents (Seller’s Disclosures, Lead-Based Paint Disclosures, HOA
documents, etc.)
Preparing buyer documents (Agreements of sale, addenda to accompany offers, etc)
Getting showing feedback
Managing coming soon and active listings on MLS (status change, price change, update on remarks, etc.)
Coordinating offers received on the listing (processing addendum, counter addendum, multiple offer notice, etc.)
Update MLS status as needed
Extract data from sources like ListHub, Zillow, Realtor.com, etc. to create and present
Weekly seller report
Assist with creating BPO/PVO
Keep listing checklists up to date
Coordinate staging setup and removal directly with homeowner/stager
Update active and pending listings in the spreadsheet
Call the seller when the listing goes live, asking them to watch for the email (text if there is no answer), letting the seller know you will email the link to the live listing
Maintain correct showing instructions in Showing time
Monitor showings and call agents for feedback
Assist in Open Houses
Enter feedback into the system and share it with the seller (keep the team apprised of showing feedback)
Email sellers with confirmation and what to expect (need to create a template)
Ensure buyer agent receives all info regarding selling features of the home (open house checklist – including seller feedback form)
Advertise open houses in a timely manner on FB/Instagram
Follow up with the agent after the open house to obtain feedback about traffic, comments
Manage daily and weekly client communications while active
Open House Feedback
Once sold, transition the file to the transaction coordinator
Experience and Proficiency:
Good English communication skills (written and verbal)
Should have admin back-end support experience as a VA **IMPORTANT
Should have CRM management experience preferably with KW Command
Should be familiar with the following tools:
Bright MLS, Dotloop, GSuite, Showing Time, Trello, Asana, ListReports, Zillo, Rental Manager
