Real Estate Administrative Assistant

Schmidt Family of Companies - Michigan•Hart, MI

8d•Onsite

About The Position

Job Summary: The Agent Services Coordinator is a dynamic, customer-focused role responsible for supporting real estate agents and clients while managing various office operations. This individual serves as the primary point of contact for agents and customers, ensuring a professional and welcoming environment. The Agent Services Coordinator assists with administrative duties, training, marketing, and maintaining office systems, striving to provide excellent service and facilitate smooth operations. A strong communicator with excellent organizational skills, this role plays a vital part in ensuring agents have the tools and support they need to succeed in their business. Duties/Responsibilities: MAIN RESPONSIBILITIES Acts as the "face of the company," greeting customers as they enter the office, call in, or visit the office, and presenting a professional image to current or potential customers. Following opening and closing procedures each day to prepare the office for business. Signing for deliveries, collecting mail, sending outgoing mail, etc. Training new agents on our technology and systems, studying/learning new systems, and answering questions about those systems. Processing and training new agents in our office following our onboarding process. Working with Marketing on our resources for agents including business cards, postcards, print ads and social media including Facebook posting/boosting as applicable. Communicating with Accounting and Relocation as needed. Retention – Keeping a list of phone/email rosters, birthdays, renewals, CE due dates, etc. Processing new listings, pending, closed, and cancelled deals in Google Sheets, maintaining confidential information for all agents and their clients. Auditing files and Escrow Instructions, ensuring Manager audits as well. Keeping updated on all title/lender status updates as well as escrow instructions. Submitting Home Warranties and Data collection forms. Ordering office supplies and signs with management approval. Updating and maintaining our voicemail system. Maintaining the floor schedule, if applicable. Setting up the training area for meetings and events and cleaning up after. Maintaining the kitchen, refrigerator, trash, etc. Assisting agents in whatever they need to embody a servant leadership mentality. SECONDARY RESPONSIBILITIES Weekly BlueSync attendance/watching of recording. Monthly 3rd @ 3 attendance/watching of recording. Monthly Staff Meeting attendance Bi-yearly in-person ASC training attendance. Weekly huddles, as applicable. Assisting Manager in whatever additional tasks need to be done.

Requirements

Professional demeanor and attire.
Warm, inviting personality.
Ability to multi-task and keep up with a fast-paced environment.
Self-directed; ability to work both independently and in a team environment.
Ability to learn new skills rapidly and accurately and attend all company provided training both virtually and in-person as invited when applicable.
Excellent interpersonal and customer service skills.
Excellent organizational skills and attention to detail.
Basic (typing, basic spreadsheets, emails, and using real estate software systems)
Real Estate (understanding of all corporate and company proprietary technology with ability to train agents on technology, including but not limited to, one-on-one training and lunch-n-learns).
High school diploma or equivalent required; college preferred.
Proficiency with Microsoft Office and Google Suite software.
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times.
Must be able to perform general cleaning to light maintenance work.
Must be able to work all full-time hours (40 hours per week) as required; flexibility must include nights, holidays, and weekends as necessary or needed; travel is a possibility throughout the state of Michigan.

Responsibilities

Acts as the "face of the company," greeting customers as they enter the office, call in, or visit the office, and presenting a professional image to current or potential customers.
Following opening and closing procedures each day to prepare the office for business.
Signing for deliveries, collecting mail, sending outgoing mail, etc.
Training new agents on our technology and systems, studying/learning new systems, and answering questions about those systems.
Processing and training new agents in our office following our onboarding process.
Working with Marketing on our resources for agents including business cards, postcards, print ads and social media including Facebook posting/boosting as applicable.
Communicating with Accounting and Relocation as needed.
Retention – Keeping a list of phone/email rosters, birthdays, renewals, CE due dates, etc.
Processing new listings, pending, closed, and cancelled deals in Google Sheets, maintaining confidential information for all agents and their clients.
Auditing files and Escrow Instructions, ensuring Manager audits as well.
Keeping updated on all title/lender status updates as well as escrow instructions.
Submitting Home Warranties and Data collection forms.
Ordering office supplies and signs with management approval.
Updating and maintaining our voicemail system.
Maintaining the floor schedule, if applicable.
Setting up the training area for meetings and events and cleaning up after.
Maintaining the kitchen, refrigerator, trash, etc.
Assisting agents in whatever they need to embody a servant leadership mentality.
Weekly BlueSync attendance/watching of recording.
Monthly 3rd @ 3 attendance/watching of recording.
Monthly Staff Meeting attendance
Bi-yearly in-person ASC training attendance.
Weekly huddles, as applicable.
Assisting Manager in whatever additional tasks need to be done.