Real Estate Administrative Assistant

hace 3 meses

Panamá Provincia de Panamá, Panamá Ari Afshar & Associates A tiempo completo

**About Us**:
Voyage Real Estate is a leading luxury real estate firm based in Los Angeles, recognized for its over $1 billion in career sales and its commitment to providing top-tier service throughout every aspect of the buying and selling process. Led by industry veteran Ari Afshar, Voyage is driven by a team of 25 professionals who prioritize attention to detail and client care. We are looking for a dedicated and highly organized Administrative Assistant to support the operational and client service aspects of our business.

**Position Overview**:
**Key Responsibilities**:
**Buyer Agreement Documentation**:

- **Prepare and manage buyer agreement documentation**: Ensure that all paperwork is completed accurately and on time.
- **Coordinate signatures and approvals**: Liaise between buyers, agents, and brokers to secure timely signatures and final approvals on all agreements.
- **Maintain organized records**: Keep all client and transaction documents updated and stored in the appropriate systems, ensuring compliance with legal and company standards.
- **Track agreement deadlines**: Monitor and manage important dates for agreements, ensuring that clients and agents are aware of any impending deadlines.

**Listings Administration**:

- **Coordinate property listings**: Work closely with agents to ensure that all new listings are entered into the MLS and other relevant platforms correctly and promptly.
- **Ensure listing accuracy**: Verify that all information on property listings is accurate and up-to-date, making necessary adjustments as needed.
- **Track listing performance**: Monitor how listings are performing across platforms, and provide agents with regular updates on the status of their properties.

**Client Reporting and Updates**:

- **Prepare and send client updates**: Regularly provide clients with updates on the status of their property listings, including market feedback and interest from potential buyers.
- **Compile detailed reports**: Generate periodic reports for clients, outlining how their property is performing in the market and any suggested adjustments.
- **Maintain regular communication**: Ensure that clients feel informed and supported by providing timely and proactive updates on their transaction progress.

**Client Appreciation Coordination**:

- **Manage client appreciation initiatives**: Organize and send personalized gifts, cards, or tokens of appreciation to clients at key milestones (e.g., home purchase anniversaries, birthdays, holidays).
- **Coordinate with agents for special events**: Work with agents to plan and deliver client appreciation events or gestures that align with Voyage Real Estate’s high-touch approach to client care.
- **Track and manage client engagement**: Maintain records of all client appreciation activities, ensuring follow-up is conducted and clients feel valued long after the transaction.

**General Administrative Support**:

- **Calendar and schedule management**: Assist agents and leadership with scheduling client meetings, property viewings, and internal meetings.
- **Maintain office documentation and records**: Ensure that all administrative records, such as contracts, invoices, and client information, are organized and easily accessible.
- **Assist with special projects**: Provide administrative support for ongoing company projects and initiatives as needed.

**Qualifications**:

- **Proven experience in an administrative role**: Preferably within the real estate and luxury sectors.
- **Exceptional organizational skills**: Able to manage multiple priorities, keep track of important deadlines, and maintain detailed records.
- **Strong communication skills**: Excellent written and verbal communication skills to interact professionally with clients, agents, and external partners.
- **Attention to detail**: A meticulous approach to ensuring accuracy in documentation, reporting, and client communications.
- **Proficiency in software and tools**: Experience with Google docs, Monday and familiarity with CRM platforms and real estate listing tools (e.g., MLS).
- **Ability to work independently**: Self-motivated with the ability to manage tasks in a remote work setting while staying aligned with team goals.
- **Client-focused mindset**: A proactive and personable approach to customer service, ensuring that all client interactions are positive and solution-oriented.

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