Job Description

We’re hiring a motivated real estate administrative assistant to join our growing team. PRIMARY DUTIES: All administrative, mechanical, and technical tasks associated with and related to listings. Work with our team agents (presently a total of four), sellers, industry partners, vendors, and the like to see a listing through from pre-listing, to on-market, to under contract, to closing, to possession. Accuracy and thoroughness are key, as is a “chain-of-custody” approach. Any single listing is very much a “project,” with many players, moving parts, and details. Any single project requires careful management and a single go-to person. TRAITS OF A SUCCESSFUL CANDIDATE: punctual, reliable, loyal, trustworthy, patient, organized, detail-oriented, exploratory, resourceful, disciplined, flexible, positive, compliant, conscientious, assertive, approachable, thorough, efficient, proactive. Further, the candidate is a clear communicator (verbal & written), an effective listener, an excellent planner, and is able to read a room/individual and adapt yet maintain consistency in work quality and integrity. This individual follows up, sees things through, and has a “can do” attitude. Focus is key, but the ability to multi-task, pivot, and react is vital, then with the ability to return to that focus. This individual is loyal to the team, its members, its processes, and its trade secrets and processes, and maintains confidentiality at the highest level. He/she knows when to ask for help; strives to improve not only his/her own work but also the processes and systems of the team, and always takes ownership of and responsibility for his/her work. This individual is an eager and effective learner, at an above-average pace, retaining and growing knowledge and skill. Longevity in this role is important, not only for the team but also for the candidate. Real Estate is an invigorating, demanding industry with many prongs and needs, and anyone who sticks with it and continues to grow and progress has the potential to advance to an exceptional level. Negotiation of compensation is open, so as to consider the candidate's relevant skills, experience, and alignment with the position's demands. Notes:

• This is not a remote position but does allow/require some off-site, fieldwork, which further requires a vehicle (at the ready) and a valid driver’s license in good standing.
• Full-time hours per week are 38.75, contracted, and may vary up to 40 per the workload. Hours beyond 40 pay overtime at a rate of 11⁄2 the hourly rate; must be approved in advance.
• This position is neither temporary nor seasonal. It is permanent in the sense that it is intended to continue as long as the demand for it continues, and as long as the candidate progresses appropriately. A 90-day comprehensive training and evaluation period will be required and may be extended depending on the candidate’s progress.
• Some evening and weekend work may be required. Some flexibility to the hours may be necessary periodically.

Benefits are exclusive to Heigl Real Estate Group, thus some holiday & PTO differences will apply; more important to note is that health, dental, vision, and any other personal insurance is not offered. 401(k)(a), Bonus Pay(b), and Mileage Reimbursement(c) also offered, as follows:

• Safe Harbor plan; when eligible.
• Some restrictions apply.
• Reimbursed at the government rate for business-related mileage.

Responsibilities:

• Support Team Agent with prep and delivery of Listing Presentation.
• Update the Sellers' CRM file when the listing is won.
• Open an electronic file and ensure all contact information and relevant documents are included for Team Agent to complete.
• Work with Team Agents and Sellers to gather information and details for the sale of a home.
• Coordinate and schedule pre-listing staging consultations, photos, videos, and reviews. Sort Sequence photos and attach them, along with the video, to the listing. Order signs, affix lockboxes, and deliver listing materials to the property.
• Enter the listing in MIBOR, to include supplemental documentation. Ensure listing is complete accurate. Publish the listing. Monitor and update information as needed/appropriate.
• Monitor the listing's showing activity, market activity, and showing feedback while the listing is active. Coordinate Open Houses and Broker's Opens.
• Order marketing materials.
• Assist Team Agent when an offer is received and negotiated. Update listing when under contract.
• Prep file for closing. Pick up items at the property. Assist in scheduling closing, and transfer of possession. Close out listing file and CRM transaction.

Qualifications:

• Available some evenings and weekends.
• Candidates are required to have a high school diploma or GED.
• English as a first language.
• Knowledge and comfort with Microsoft Office.
• Ability to quickly learn and master a variety of industry-related software.
• Strong sense of social etiquette, business approach, and general politeness.
• Great planner, and organizer.
• Ability to maintain confidentiality.
• Holds a valid Indiana Driver's License. Has at all times and is willing to use personal vehicle.
• Real Estate License is a plus (but not required).
• Prior Real Estate experience is ideal.
• Prior Project Management experience is ideal.

About Company: A Realtor and Broker for more than 20 years, the Team Leader is a top-producing agent with a solid flow of past client, referral, and lead-generated business. Our team values client service that is exceptional, concierge-level quality, ongoing, and intentional. We are strong negotiators, and marketers, and put clients' needs first in every transaction. We seek team members who equally share these traits. Note: We have partnered with this service to facilitate and oversee our recruiting for this position. We ask that you use this sourcing service rather than contact us in keeping with the respect, compliance, and confidence traits we are looking for in a candidate. Thank you.

Job Tags

Hourly pay, Holiday work, Permanent employment, Full time, Contract work, Temporary work, Flexible hours, Afternoon shift,

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