full service

Your executive assistant will perform the following roles and activities:

Buyer Coordinator

• Prepare buyer brokerage agreement and required disclosures, and obtain necessary signatures and initials to ensure file compliance.
• Submit required paperwork to the brokerage and follow up on any action items.
• Gather buyer pre-approval letter or proof of funds.
• Enter buyer home search criteria into the MLS and set up an auto email.
• Draft buyer offers and send for signatures and initials.

Listings Coordinator

• Prepare listing agreement and required disclosures, and obtain necessary signatures and initials to ensure file compliance.
• Submit required paperwork to the brokerage and follow up on any action items.
• Pull recent comparable sales, property tax records, and any previous listings.
• Pull a copy of the deed, legal description, and plat.
• Coordinate property staging, photography, access requirements, and listing marketing activities.
• Order yard sign and lockbox installation.
• Input all listing information, property descriptions, and photos into the MLS and update as needed.
• Setup Showing Time and upload disclosures to the MLS.
• Assign lockbox on Supra website.
• Share listing on agent website and promote on social media.
• Provide weekly feedback to sellers regarding showings and marketing activities.
• Schedule agent caravans and open houses.
• Order seller coverage home warranty.
• Organize offers and create a multiple offer comparison spreadsheet.
• In the event of multiple offers, send emails to notify each non-winning agent.

Transaction Coordinator

• Coordinate and communicate with clients, cooperating agents, lenders, appraisers, inspectors, and closing attorneys as necessary.
• Obtain necessary signatures and initials on contract, exhibits, and amendments to ensure file compliance.
• Submit required paperwork to the brokerage and follow up on any action items.
• Update the MLS.
• Track contract deadlines and ensure any contingencies are satisfied.
• Ensure earnest money is submitted to the proper party, and provide instructions where necessary.
• Schedule any requested inspections and update all parties.
• Order the termite letter.
• Complete and submit the commission agreement to the closing attorney.
• Ensure the buyer has completed loan application process or provided proof of funds.
• Draft and send amendments for signature (except inspection amendments).
• Obtain utility providers from seller.
• Order buyer coverage home warranty.
• Schedule the closing appointment and update all parties.
• Check in with lender on appraisal and conditional loan approval.
• Check in with closing attorney on title order and HOA letter order.
• Gather any repair receipts.
• Verify lender and attorney have all amendments.
• Draft referral agreement and obtain referring agent’s W-9, if applicable.
• Submit pay at close request.
• Schedule final walk-through.
• Verify loan is clear to close.
• Obtain and review preliminary settlement statement.
• Submit signed closing documents to the brokerage.

Marketing Assistant

• Input client information into the client database, and update as needed.
• Manage the 36 touch and 12 direct systems.
• Send anniversary CMAs and birthday cards.
• Send homestead exemption reminders to buyers each year.
• Create buyer and seller consultation packages.
• Summarize quarterly statistics into a client handout.
• Create marketing materials, such as business cards, stationery, property flyers, open house flyers, home showing books, mailers, postcards, and yard signage.
• Order marketing swag and giveaways.
• Create and send email blasts and newsletters.
• Order items for client pop-bys.
• Manage and update agent website and social media accounts.
• Pull circle prospecting lists.
• Email listings to reverse prospecting list.
• Prepare and mail golden letters.
• Coordinate client and vendor appreciation events and contests.
• Send referral gifts and client gifts.
• Obtain and publish client testimonials.
• Track closings, gross commission earned, listing statistics, and lead source statistics.

The following services will NOT be included in the job description for the Executive Assistant:

• Property management.
• Sourcing, interviewing, or hiring employees for the agent.
• Email or calendar management.
• Lead tracking, lead follow-up, and lead generation calls.
• Door knocking or cold calls.
• Hosting open houses.
• Determining list price or offer price.
• Drafting inspection amendments.
• Negotiations.
• Delivering bad news to the client or cooperating agent.
• Presenting offers to a seller.
• Coordination of repairs, movers, utility service transfer, and/or house cleaning