Administrative Assistant

apartmentWhitetail Properties Real Estate placeNew Milford calendar_month11/9/24

Job Title: Office Assistant

Purpose of the Position
The Office Assistant is responsible for providing administrative, clerical support and oversight to Agent
and/or assigned real estate agents employed by Whitetail Properties Real Estate, LLC agent.
Scope
The Office assistant reports directly to their Agent. The Office Assistant is responsible for providing
administrative, clerical services and oversight. Providing these services in an effective and efficient
manner will ensure that all transactions related to real estate for the Agent are completed accurately
according to state and national real estate licensing requirements.
Responsibilities (include but not limited to):

The Office Assistant must demonstrate the following: Provide administrative support to the agent related to all transactions related to real estate.

Main Responsibilities and Duties
Loading Listings on the MLS
Send all new listings to home office to go on Whitetail Properties website
Maintain tracking system of customers and clients (Hubspot and agent tools or spread
sheets)
Communicate with agents and address changes needed related to listing and
purchasing documents
Maintain confidential and accurate files related to the listing and purchase of properties
Follow up with agents regarding incomplete paperwork that needs to be obtained
Update MLS regarding the status of a real estate transaction
Ensure all funds related to a real estate transaction are processed with accuracy.
Solving issue(s) that may arise related to technological issues that occur on various
marketing websites used by the agents

New listings: pull adjacent landowners mailing address, create a file, mail letter (to be

created), along with property flyer. This should be done within 2 weeks of listing
agreement signed.
Obtain a copy of the deed and tax information for all new listings.
Pull Monthly analytics and email directly to client.
Manage Broker and Team agents calendars
Manage all Closing from pending status to closed.
Track commission check to home office and email signed HUD & closing gift form to

Broker Assistant.

Mail out Thank You cards day of closing to all parties involved in real estate transaction

Update contacts after closing with new mailing addresses.

Order Hunterra or any Closing Gift if necessary.

Pay all marketing invoices as they are billed.

Input expense receipts on weekly basis
Submit copies of marketing invoices monthly to home office for co-op reimbursement.
Keep track of co-op dollars spent/remaining.
Coordinate all direct mail postcards with Citicom. Includes sending in county mailing list
3 weeks in advance, approving artwork, pay postage, and oversee through day after
they have mailed.
Track team sales numbers and report to Broker monthly
Create standard operating procedures for all standard practices and implementation
with team members

Additional Activities

Create, update, and maintain spreadsheets containing information related to all real
estate transactions
Participate in real estate audits as they occur and provide resolution recommended
by the Real Estate Commission or agency preforming audit.

Perform other duties as requested.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge

The Office Assistant must have proficient knowledge in the following areas:

Ability to maintain a high level of accuracy in preparing and entering information
Strong understanding of real estate documents and laws for a variety of states
Understanding of real estate contract and financial processing

Knowledge and navigation skills related to a variety of web based real estate sites

Skills

The Office Assistant must demonstrate the following skills:

Excellent interpersonal skills
Effective verbal and written communication skills
Attention to detail and a high level of accuracy regarding data entry and recordkeeping
Very effective organizational and time management skills

Computer skills which include, but may not be limited to: spreadsheets, word

processing, internet navigation, electronic calendars and email

Ability to problem solve and work with a variety of projects and people at the same time

Personal Attributes
The Office Assistant will attain the required knowledge and skills through completion of office

procedures course work combined with related financial and administrative experience.

Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Be flexible

Demonstrate strong work ethics

WORKING CONDITIONS
Physical Demand
The Office Assistant will spend consecutive hours sitting and using keyboard, mouse and computer
which can cause muscle strain due to duration, repetitive motion, and sitting position this may create.
The employee will also be asked to lift supplies and materials occasionally.
Sensory Demands
The Office Assistant must spend long periods of time reading, talking, and/or writing. The employee
must spend long hours looking at a computer screen and utilizing a keyboard/mouse.
Mental Demands
There are numerous deadlines associated with this position. The Broker Assistant will deal with a wide

variety of people on various issues.

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