Office Administrator/Transaction Coordinator
Overview:
AW4U The Real Estate Group is seeking a proactive and detail-oriented Office Administrator \& Transaction Coordinator to join our high-performing real estate team. In this dynamic role, you'll be the friendly face of our office---supporting daily operations, agent needs, and client experiences.
Key Responsibilities
Front Desk Management:
- Serve as the first point of contact for agents, clients, and vendors, ensuring a welcoming and professional office environment.
Administrative Support:
- Handle office phone calls and emails through the general inbox.
- Manage office supplies and inventory.
- Perform basic clerical duties (i.e., filing, photocopying, ordering supplies, etc.).
- Receive customer feedback and generate ideas to improve engagement.
Transaction Coordination Support:
- Data inputting.
- Deal processing and tracking.
- Uploading listings to MLS and following listing day timelines.
- Organizing all storage boxes, cleanings, stages, marketing, etc., as needed.
- Maintaining and implementing agent and business systems.
- Open house preparation for agents (i.e., refilling open house kits, creating open house graphics for social media, prepping open house sheets).
- Organizing all lockboxes and sign brackets for the team, putting up and taking down signs as needed.
- Assist in completing all file requirements for transactions.
Client Care:
- Assist agents with listing gift baskets, VIP boxes, closing gifts, etc.
- Put together and deliver closing gifts (including wine, tape, folders, guides, and photobooks).
- Send out "Welcome to the Database" postcards.
- Create and send out postcards and mail walks.
Marketing \& Social Media Assistance:
- Support marketing efforts by assisting with graphic design.
- Share social media content to support the marketing department.
- Assist with ordering postcards and other print materials from our print suppliers.
- LRS system: source gift of value, assist marketing team with ordering and designs, stuff envelopes, deliver to post office.
Database Management \& Office Systems:
- Oversee and maintain the real estate client database to ensure accuracy and organization.
- Regularly update client records with new interactions, preferences, and transaction details.
- Segment and categorize clients based on their stage in the buying or selling process.
- Implement and manage automated follow-up systems to nurture leads and past clients.
- Track engagement and adjust outreach strategies to improve client relationships.
- Generate reports and insights to support marketing and sales efforts.
General Office Organization:
- Keep the office tidy, organized, and running efficiently.
- Schedule appointments and organize the boardroom.
- Run office errands, including deliveries (will require the use of personal vehicle).
What We're Looking For
- Strong organizational and multitasking skills.
- Excellent verbal and written communication.
- Ability to work independently and as part of a team.
- Strong ability to create graphics using Canva.
- Strong proficiency in Microsoft Office, Google Suite, and basic real estate software (experience with MLS and CRM systems is a plus!).
- Previous experience in an administrative or office support role (real estate experience is a bonus but not required).
- Experience with database management software like Follow-Up Boss.
What We Offer
- A positive and collaborative work environment.
- Opportunities for professional growth and development.
- The chance to be part of a high-performing real estate team that values excellence and customer service.
If you are a proactive, detail-driven professional looking for a rewarding part-time role in a thriving real estate office, we'd love to hear from you!
About Us:
At AW4U The Real Estate Group, we pride ourselves on delivering exceptional service to our clients while fostering a collaborative and supportive team environment. As the Office Coordinator, you'll play a crucial role in ensuring the seamless operation of our office and assisting our agents in delivering outstanding results.
How to Apply:
Please submit your resume and a brief cover letter explaining why you would be a great fit for this role to AW4U The Real Estate Group. We look forward to meeting you!
AW4U The Real Estate Group is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
