ADMINISTRATIVE ASSISTANT
Let us handle your administrative tasks like email & calendar management, CRM updates, office administration, listing & transaction coordination, bookkeeping, and more!
Administrative busy work can bog you down. We know how important these tasks are and how much time it can take to get them done.
An Administrative Virtual Assistant can handle all your paperwork, transactions, and even reception calls! Whether it’s working on documentation from contract to close, managing emails, transaction coordination and the list goes on.
They can also manage your CRM and keep tabs on your calendar. An administrative virtual assistant can also handle your MLS and website listing management and make sure that they all reflect the current status of each property as well as manage listings you have on your website.
Your admin virtual assistant can also handle your accounting and bookkeeping, keeping tabs on business expenses, accounts that are due, etc. An admin virtual assistant can save you valuable time while handling these essential tasks that you do not need to be doing yourself.
- Provide Administrative support to the business owners.
- Manage calendars: Keep owners appraised of calendar, action items, messages and relevant business issues, both internal and external.
- Make appropriate, informed decisions regarding owners available time
- Check with agents at least once a day on the status of their respective leads, as this will help the agents do their follow ups with their respective leads
- Track all leads that we have currently in contract with as well as those leads that we have closed files and submit a lead conversion report at the end of the month, this will enable us to measure the success rate of our lead generation efforts
- Screen incoming calls & email correspondence. Determine the priority and respond appropriately. Make recommendations as needed regarding appropriate action and follow-up.
- Gather voicemail messages and phone messages, taking initiative on appropriate action or routing to appropriate person.
- Make travel arrangements as needed
- Create and format documents electronically including letters, emails, marketing materials, status reports, spreadsheets (Excel), and other related documents
- Electronically file, and track a variety of business documents
- Coordinate meetings including scheduling, agenda creation & logistics
- Ensure smooth operation of systems for sellers, buyers, lead generation, contact database management, and back office support. Ensures that all systems and processes run efficiently, making revisions as needed
- Be able to pull up a record of which properties were shown the previous day and call the showing agents to solicit feedback. VA will be provided with a list of questions to ask as well as some scripts and suggestions on gathering the appropriate information. If the showing agent can’t be reached they will leave a message and request a call back and attempt to call the agent 2-3 more times during the following 2 days in order to gather the feedback. When they speak to the agent they will type the feedback into our online showing feedback form so that the feedback can be reviewed by the listing agent
- Responsible for keeping owners informed regarding any problems or issues that need to be handled
- Maintains and helps build Operation manual that documents all systems and standards
- Be able to enter contacts, running queries, exporting data, launching plans and activities, maintaining listings, closings, referrals, create/update templates in Top Producer or similar database/CRM.
- Provide Administrative support to the business owners.
- Manage calendars: Keep owners apprised of calendar, action items, messages and relevant business issues, both internal and external.
- Make appropriate, informed decisions regarding owners available time
- Check with agents at least once a day on the status of their respective leads, as this will help the agents do their follow ups with their respective leads
- Track all leads that we have currently in contract with as well as those leads that we have closed files and submit a lead conversion report at the end of the month, this will enable us to measure the success rate of our lead generation efforts
- Screen incoming calls & email correspondence. Determine the priority and respond appropriately. Make recommendations as needed regarding appropriate action and follow-up.
- Gather voicemail messages and phone messages, taking initiative on appropriate action or routing to appropriate person.
- Make travel arrangements as needed
- Create and format documents electronically including letters, emails, marketing materials, status reports, spreadsheets (Excel), and other related documents
- Electronically file, and track a variety of business documents
- Coordinate meetings including scheduling, agenda creation & logistics
- Ensure smooth operation of systems for sellers, buyers, lead generation, contact database management, and back office support. Ensures that all systems and processes run efficiently, making revisions as needed
- Be able to pull up a record of which properties were shown the previous day and call the showing agents to solicit feedback. VA will be provided with a list of questions to ask as well as some scripts and suggestions on gathering the appropriate information. If the showing agent can’t be reached they will leave a message and request a call back and attempt to call the agent 2-3 more times during the following 2 days in order to gather the feedback. When they speak to the agent they will type the feedback into our online showing feedback form so that the feedback can be reviewed by the listing agent
- Responsible for keeping owners informed regarding any problems or issues that need to be handled
- Maintains and helps build Operation manual that documents all systems and standards
- Be able to enter contacts, running queries, exporting data, launching plans and activities, maintaining listings and closings, referrals, create/update templates in Top Producer or similar database/CRM.
- Manage, review and gather documents (all but not limited to):
- Listing Agreement
- Previous MLS
- Property Details
- Property Photos
- Create a new MLS entry each time there is a new property assignment
- Update the following information in MLS:
- List Price
- Listing Status
- Expiration Date
- Navigate and update information on Client’s MLS
- Upload a copy of the MLS to Client’s online database portal
- Upload listing info to website, social media sites, and enhance listings on Realtor.com, Zillow, Trulia, etc.
- Build Flyer for property for Flyer box and open house
- Build Virtual tour and post to website, social media and YouTube.
- Gather the following:
- MLS of the subject available
- Property Details
- Neighborhood Profile
- CMA
- 3 Comparable sales
- 3 Comparable listings
- Exterior Photos
- Interior Photos
- HOA Information
- Agent Visual Inspection Disclosure (AVID)
- Determine what type of BPO is needed
- Include Subject Property Data, Narrative comments about local market conditions, Immediate neighborhood characteristics, analysis of three current listings, and three recent sales of comparable properties, adjustments to the comparable, photographs of the property and estimate of repairs
- The result is a BPO report with the broker’s opinion of a subject property’s value and anticipated sales price
