Position Overview:
We are seeking a highly motivated, experienced Transaction Coordinator and Executive Real Estate Assistant with a proven track record to join our dynamic team. This individual will be responsible for managing real estate listings from inception to closing, assisting with marketing efforts (via social media, external farming and managing CRM) conducting competitive analysis, and performing market research. The ideal candidate will possess exceptional and timely communication skills, high level organizational skills, a keen eye for detail, and the ability to work effectively in a fast-paced and high-volume environment.
Personal Attributes:
The ideal candidate will possess a unique set of personal attributes that align with our company values. The qualities are essential for fostering a collaborative and productive work environment:
Timely and reliable
Willingness to work until the job is done.
Consistent and timely communication.
Able to anticipate the needs of management.
Willingness to create accountability for management.
Highly motivated with a proactive approach to problem solving.
Solid knowledge of the role as a support team member.
High energy and self-driven.
Detail-oriented with a high level of accuracy in work.
Strong interpersonal skills and the ability to build relationships with clients and team members.
Ability to work independently and as part of a team in a fast-paced and high-volume environment.
Discreet and professional in handling sensitive and confidential information.
Flexible schedule and willing to work extended hours, including evenings and weekends, as needed to get the job done.
Able to adapt to an ever-changing environment.
Willingness and desire to move into an assistant Managing Broker role within 3-5 years.
Qualifications:
Minimum of 3 years of experience as an executive assistant, real estate transaction manager and/or real estate agent.
Bachelor’s degree in Business Administration, Marketing, or related field is a plus.
Strong knowledge of real estate transactions and documentation.
Proficiency in MIBOR, Showing platforms, DocuSign, Contract Documents Management and CRM systems building sales funnels.
Excellent organizational and time-management skills.
Ability to multitask and manage multiple projects simultaneously.
Ability to prioritize daily tasks effectively, ensuring that high-priority items are completed first.
Proficient in Microsoft Office Suite and marketing tools (Canva and Adobe Suite).
Familiarity with all social media platforms and online marketing strategies.
Real Estate license is a plus.
Responsibilities:
Manage all aspects of the real estate transaction from listing to closing.
Ensure all necessary documentation is completed accurately and timely.
Coordinate with buyers, sellers, agents, lenders, title companies and other parties to ensure a smooth transaction process.
Coordinate property inspections, appraisals, and closing appointments.
Track and meet all deadlines related to contract contingencies and closing dates.
Maintain organized transaction files and update management regularly.
Review contract and closing documents for completion and accuracy.
Prepare transaction reports.
Conduct thorough competitive analysis to understand market trends and pricing strategies.
Monitor local real estate market conditions and provide regular updates.
Research and analyze market data to support pricing recommendations and strategic planning.
Prepare comprehensive market reports.
Assist in the creation and implementation of marketing campaigns for listing, open houses and new business.
Design and distribute marketing materials, including flyers, brochures and online advertisements.
Assist with social media marketing and updating property listings on various platforms.
Coordinate open houses and other promotional events.
Provide high level administrative support to the executive team.
Manage executive calendars, schedule meetings, and organize training schedule.
Event coordination with outside speakers, room set up, catering and event follow up.
Prepare weekly team updates.
Handle confidential information with discretion and professionalism.
Assist with onboarding of new agents and employees.
Assist in developing and conducting agent training as a group and/or one on one.
Job Type: Full-time
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
- On call
- Weekends as needed
Application Question(s):
- Are you a licensed real estate agent?
- Our company offers health care reimbursement benefits to our employees. Are you comfortable obtaining health insurance on your own?
- What are maximum number of real estate agents you have supported at one time?
- What CRM systems have you used?
- What tasks have you completed within the CRM system used in the past?
- Have you managed real estate transactions for a real estate company within the last 2 years?
Experience:
- Real Estate Transaction Coordination: 3 years (Required)
Ability to Commute:
- Indianapolis, IN 46268 (Required)
Work Location: In person
