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Real Estate Executive Assistant

Austin Absolute Realty LLC
Job Description
Real Estate Executive Assistant Job Description

1. Listing Manager (Listing to Contract)
• Oversee all aspects of sellers transactions from initial contact to executed purchase agreement.
• Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings and etc.
• Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities.
• Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.
• Coordinate showings & obtain feedback.
• Provide proactive weekly feedback to sellers regarding all showings and marketing activities.
• Coordinate all public open houses and broker open houses.
• Input all listing information into MLS and marketing websites and update as needed.
• Submit all necessary documentation to office broker for file compliance.
• Input all necessary information into client database and transaction management systems.

2. Transaction Coordinator (Contract to Closing)
• Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.
• Coordinate title/escrow, mortgage loan and appraisal processes.
• Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.
• Regularly update & maintain communication with clients, agents, title officer, lender etc.
• Submit all necessary documentation to office broker for file compliance.
• Coordinate moving/possession schedules.
• Schedule, coordinate & attend closing process.
• Input all client information into client database system.
• Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.

3. Marketing Director
• Manage client database management program & system.
• Create & regularly prepare all buyer & seller consultation packages.
• Coordinate the preparation of all listing & open house flyers, graphics, signage and all other marketing materials.
• Manage & update agent website(s), blog(s) and online listings.
• Regularly assist agent to manage & enhance agent’s social media presence.
• Track & coordinate all inbound leads from websites, social media & other online sources.
• Coordinate all client & vendor appreciation events.
• Regularly obtain client testimonials for websites, social media & other marketing materials.
• Coordinate & implement agent marketing videos & property videos on website(s), blog(s), social media and client database email campaigns.

4. Administrative Manager
• Oversee all aspects of the administration of the agent’s business.
• Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.
• Maintain all agent financial systems, profit & loss statement, bill payment, budget(s), bank accounts, and business credit card(s).
• Coordinate the purchasing of any office equipment, marketing materials and any other business related supplies and materials.
• Create & update a business operations manual and all job descriptions/employment contracts for any future hires.
• Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.
• Hold agent(s) accountable for conducting all agreed upon lead generation activities. Includes asking for weekly updates on leads handed out to agents.

5. Lead Generation, social media, and follow up.
Ongoing and growing.

6. Other Duties:
Thank You Notes– Based largely on The Millionaire Real Estate Agent, Ninja Selling, Brian Buffini and Joe Stumpf. I’d ideally want my assistant to be doing at least 5 thank you notes a day, but the real constraint is a focused, uninterrupted 25 minutes of work towards this goal. My assistant will be going through my contact management database, Nutshell, and pull people that we have not sent a recent thank you note to or people that we recently met with or had a pleasant interaction with that warrant a thank you note. Prioritize recent meetings and referrals over people that I have not had contact with in awhile. My assistant will select the people to mail, address and stamp envelopes and provide me with the thank you note to hand write. They will then send them and update each of the contact records in Nutshell documenting in our CRM the date last sent thank you note field on that record and making a note.
Invite to Lunch/Meeting– Another thing I want me assistant to do is help me meet with real estate investors, core 50, business owners, buyers and sellers over lunch or coffee. My assistant will spend one hr per day actively reaching out and setting up lunch meetings and coffee meetings with folks via email. We will probably want to set up a couple variations for setting up meetings (like a different one for showings that uses a larger time block in the afternoon). Maybe even set up a different one for golf or a small one for coffee.)

Process Emails (1 Pomorodo/Day) – Spend this time processing emails to keep as close to inbox zero as possible. This is typically not considered a money producing activity, but rather an administrative activity. This is intended to be the time spent dealing with emails that come in that are not handled in other pomodoros, but if you have some extra time and want to start on those, that is fine too.

We are looking to hire an administrative assistant for our real estate business. Must be energetic, teachable, accountable, and self-sufficient! A Real estate license preferred, but not necessary. We will help you and teach you all you will ever need to know.

Job duties include office administration, customer service, communications, and property visits.

Salary $13 dollars and hr.  20-30 hrs per week.

To apply click here

Real Estate Executive Assistant Job Description
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