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Provide administrative and production support including typing correspondence (letters, memos, reports, etc.) using e-mail, blasts, scans, leap-files, etc.
Schedule appointments, conference calls and set itineraries for Producer's external and internal meetings.
Organize Producers' calendars, make travel arrangements and process expense reports.
Facilitate client events and team bonding activities.
Assist Producer in the preparation of marketing materials for real estate deals, including request for proposals, fee agreements, confidentiality agreements, offering memorandums, financial comparisons, due diligence data, letters, memos, reports, etc.
Create and produce customized property information materials, comparable market analysis, market and industry research, and targeted client specific research.
Prepare PowerPoint presentations by pulling data from other sources such as maps, charts, logos, pictures, tables, etc.
Maintain internal web-based database; manage and update deal statuses, manage press releases, marketing lists, activity tracking, and send e-mail blasts.
Take initiative to support Producers with high priority projects. Identify problems and alert team members. Respond to inquiries from clients and provide information as needed.
Organize and file important deal-related correspondence.
Coordinate graphic design
Work with vendors to arrange photography.
May require some receptionist relief duties.
Back up support to other Administrative Assistants as needed.
Must be able to occasionally work overtime on short notice.
Other duties as assigned.
Minimum 3-5 years of related administrative, marketing, or communications experience.
Excellent communication, organizational, grammatical, and time-management skills.
Ability to prioritize, multitask, and meet tight deadlines.
Ability to work in a fast-paced, team-oriented, environment.
Demonstrate problem-solving, decision making, and analytical skills.
Real Estate experience preferred.
Real Estate/marketing/Finance background is preferred.
High School graduate required/college a plus.
- Detail oriented
- Positive attitude
- Excellent communication skills
- Dependable and responsible
- Proficient in Microsoft Office products
- Real Estate knowledge is a plus
- 1+ years of administrative/office experience, preferred
- Document, implement, and track Vreg systems and processes
- Maintain schedules by booking appointments and events
- Lead tracking and coordination
- Prepare and deliver listing and buyer packages
- Purchase gifts and promotional items
- Manage transaction files from mutual acceptance to closing
- Set up and maintain client files on Microsoft One Drive Cloud
- Maintain files of past client testimonies and reviews
- Arrange sign and key box installation at listings
- Coordinate with photographers for property photos
- Input information on the MLS
- Find contractors and vendors to service properties
- Provide requested MLS or property research
- Accept and distribute mail
- Manage and update company contact database
- Oversee marketing mailers sent out by interns
- Track and order supplies
- Maintain and track company equipment
- Answer phones and record/deliver messages
- Research zoning information
Intermediate working knowledge of Outlook, Word, Excel and PowerPoint (Office 2010 version).
Database experience is a plus.
Office – work with computers, copiers, and scanners.
HFF is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, sex, sexual orientation, national origin, ancestry, citizenship, age, handicap or disability, genetic information, membership or service in the U.S. Armed Forces, or any other characteristic protected by law.
Wow our clients by implementing our systematized client service interaction
Assist our clients by connecting them with our network's vendors
Support our outside sales agents on preparing listing and home purchase packages
Complete tasks out of Top Producer
Customer satisfaction outbound calls
Set up Client Packets
Support the office in completing the tasks and objectives planned out for the day/week
Audit contract paperwork and send to broker manager's office
Ability to work independently with minimal supervision
Maintain a clean database of clients through Wise agent
Proficient with Microsoft Office suite, Social Media, and YouTube video production, and posting managing
Opportunity to grow into a Project Manager within 18 months
Manage our marketing tools i.e. websites, client review requests, customer satisfaction surveys, mailers, listing marketing programs, recruiting
World Class problem solving skills i.e. mapping out solutions for clients and team members with a solid path for execution.
Organize office events/parties
Familiar with software and easy to adapt to changes in implementing new systems
Managing team members tasks
Attend seminars in and out of the state twice a year.
Providing training to staff members when needed.
Applicant needs to have a clean background (No felonies or unsettled misdemeanors)
Prefers R.E. licensed applicant; if unlicensed, you will be required to get your license within 90 days from employment
World class organizational skills (our candidate will be managing projects and schedules for our company’s president
World class communication skills i.e. (you will be communicating with different professionals around the office and we expect your communication is vital to support the company’s image.
World Class problem solving skills i.e. mapping out solutions for clients and team members with a solid path for execution
Undergraduate student with proven leadership and work experience welcome to apply
Bachelor’s degree finance, business management, marketing, project management, communication, or related work experience.
Master Degree preferred; but not required
Sales Background Preferred but not required (Stock Broker, Financial Advisor, Insurance Agent, Real Estate Agent)
Avid reader (designated books read over the month to improve system process)
We are looking for a candidate who is very clear on what he/she wants in their professional life.
Responsibilities of the Real Estate Assistant
Create marketing campaigns
Update the database for marketing campaigns
Research properties and listings on MLS
Work directly with buyers to acquire leasing information
Perform walk-throughs and property showings
Coordinate with brokers to list properties
Requirements of the Real Estate Assistant
Job Types: Full-time, Part-time
Salary: $40,000.00 to $50,000.00 /year
Required work authorization: