Real Estate Agent Assistant

• Prepare, organize, and file real estate documents accurately andt imely

• Manage calendars, appointments, and important deadlines

• Oversee email inbox related to rental inquiries and administrative communications

• Track expenses and maintain organized records

• Ensure all documentation is properly stored and compliant

• Serve as the first point of contact for client inquiries

• Schedule showings and appointments for rentals / help show listings when needed

• Provide follow-ups and regular status updates to clients

• Maintain a high level of professionalism, clear communication, and quick responsiveness

• Input listings accurately into MLS and other platforms like Appfolio, Moxtra

• Create marketing materials such as flyers and email campaigns

• Assist with website updates

• Coordinate with photographers, vendors, and marketing partners to support listings and promotions

• Communicate with tenants professionally and promptly

• Handle maintenance requests and coordinate with vendors within 48 hours

• Track rent payments and maintain records

• Assist with lease documentation and organization

• Manage real estate transactions from contract to close

• Track timelines, deadlines, and contingencies

• Collect and manage signatures on required documents

• Coordinate with title companies, escrow, lenders, and agents on other side of deal

• Ensure compliance with brokerage policies and state regulations

• Perform accurate data entry and tagging in CRM systems (Top Producer)

• Manage lead follow-up reminders and pipeline tracking

• Generate reports as needed

• Maintain clean, up-to-date databases

• Order office supplies and manage office systems

• Handle incoming and outgoing mail

• Coordinate meetings and support day-to-day office operations

• Proficiency with MLS systems

• Experience using CRM software (Top Producer preferred)

• Strong working knowledge of Google Workspace and Microsoft Office

• Familiarity with Canva for marketing materials

• Comfortable using various digital platforms and tools

• Ability to prioritize tasks independently and manage multiple deadlines

• Strong problem-solving skills with the judgment to know when to escalate issues

• Capable of working with minimal supervision while maintaining high accuracy

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