HireArchi
Key Responsibilities • Administrative Support • Prepare, organize, and maintain real estate documents accurately and in a timely manner. • Manage calendars, appointments, and important deadlines. • Monitor and manage email communications related to clients, transactions, and general administration. • Track business expenses and maintain organized digital records. • Ensure all documentation is properly stored and compliant with brokerage standards. • Client Support & Communication • Serve as the first point of contact for client inquiries via phone, email, and text. • Handle inbound calls professionally, answering client questions and routing inquiries appropriately. • Make outbound calls to prospective clients, current clients, vendors, and transaction partners for follow-ups, appointment confirmations, and status updates. Schedule • listing appointments, buyer consultations, property showings, inspections, appraisals, and closing appointments. • Follow up with leads and past clients as directed by the agent. • Provide timely updates to buyers and sellers throughout the transaction process. • Deliver professional, courteous, and responsive communication at all times while maintaining excellent customer service. • Transaction Coordination • Coordinate real estate transactions from contract to closing. • Track critical timelines, deadlines, contingencies, inspections, financing milestones, and closing requirements (update Google Calendar). • Prepare and collect signatures using DocuSign for required documents. • Communicate with title companies, escrow officers, lenders, cooperating agents, inspectors, attorneys, and other transaction partners. • Ensure all files remain compliant with brokerage policies and state regulations. • Database & CRM Management • Maintain accurate client records in CRM systems (Lofty through Fusion Growth Partners). • Manage lead tracking, follow-up reminders, and pipeline organization. • Update contact information and transaction records. • Generate reports and maintain a clean, organized database. • General Office Support • Maintain organized digital filing systems (Dropbox). • Coordinate meetings and assist with daily office operations. • Support administrative needs as required. • Assist with special projects and other administrative duties assigned by the agent. • Technology & Tools • Experience using MLS systems • CRM software (Lofty) • Google Workspace (Docs, Sheets, Calendar, Gmail) • Microsoft Office (Word, Excel, Outlook) • Canva or similar graphic design platform • DocuSign, Dotloop, ZipForms, or similar transaction management software (DocuSign preferred) • VoIP phone systems (RingCentral, Dialpad, Zoom Phone, Google Voice, or similar) • Comfortable learning and using new technology platforms Qualifications • Previous experience as a Real Estate Assistant, Transaction Coordinator, or Real Estate Virtual Assistant preferred. • Experience handling inbound and outbound calls in a customer service or real estate environment is highly preferred. • Excellent written and verbal English communication skills with a professional phone presence. • Strong organizational and time management abilities. • High attention to detail and accuracy. • Ability to handle confidential information professionally. • Customer-service oriented with a positive attitude. • Ability to multitask and prioritize in a fast-paced environment.
HireArchi
