Licensed Real Estate Listing Assistant
Rocca Sisters & Associates - Burlington, ON

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We are looking for a Full Time Listing Assistant to join our award-winning Nationally ranked Real Estate Team located in Burlington.
As a licensed real estate agent, the Listing Lead Assistant is responsible for collaborating with the Listing Partners in support of all required account details necessary to ensure client care systems and processes are met. As a key member of our realty team the Listing Assistant must be committed to providing the highest standard of customer service, attention to detail and care to our clients. This role will appeal to individuals who are highly self-motivated and energetic and are known for great intuition and judgement in understanding and anticipating what comes next and how to improve workflows and processes in a highly paced transactional office setting. This opportunity is ideally suited to individuals looking to develop their careers with an interest in real estate and business operations management. The Listing Lead Assistant will collaborate with other administrative staff within the office, will interact with clients, brokers and sales representatives as well as own the operational activities associated with the selling side of transactions.

Specific Duties and Responsibilities:

- Prepare customized Listing appointment packages for initial and followup meetings with prospective sellers;
- Schedule appointments and activities to prepare the property and listing for launch on the market. activities such as scheduling the stager; obtaining measurements and photos, etc.;
- Thorough and practical knowlege of the Agreement of Purchase and Sale, and related documents, with the ability to properly explain all facets of the transaction process
- Prepare and post listing on MLS within 24 hours of signed listing agreement; prepare any mailers, post cards or other marketing and promotional pieces (both print and web);
- Maintain regular contact with sales representatives showing our listings and probe to gather insights and feedback on listing; upload this information to listing portal; ensure information is provided to client in a timely manner through Partners or where appropriate directly with client;
- Help coordinate open houses, including promotion of open houses in most effective marketing channels;
- Support Broker through offer processing; track, coordinate and follow up on all post-offer activities, including scheduling of inspections and if licensed attend inspections;
- Project manage all conditions to ensure they are being attended to, scheduled and closed as soon as they are satisfied;
This is a full time role and will include evening and weekend hours

Incoming Lead Management

- Respond to all inquiries to the Team office by phone and e-mail; establishing immediate rapport and building confidence about responsiveness and personalized care to all clients;
- Ensure that actions are tracked and that respective Partners are notified of contact and follow up in a timely manner; should have a sense of ‘owning’ the lead until it is handed off to the appropriate Partner for follow up;
- Enter information on all leads into the Leads database system including lead source

Lead Generation Activities

- Take a proactive role in developing new sources of leads through mining of database systems and tracking Listing activities;
- Establish systems and process that follow up on prospective buyers and sellers from various marketing activities including open houses, viewings and inquiries.

Closing Coordination and Post-Closing Client Support

- Assist with all activities related to closing of the listing;
- Ensure there are processes and systems in place to track time sensitive activities as well as reminders for follow up contact with clients;
- Establish a post-acceptance, pre-closing client care program where there is regular contact with client to offer support in moving to their new home;
- Establish and implement post-closing client support to continue to develop brand and ongoing care of clients beyond closing (such as contact at milestone dates; follow up on other Listings in their community).

General Office Duties

- Coordinate, organize and prioritize day to day regular work activities together with unanticipated or urgent issues that arise in the management of all Listings and to support Partners;
- Develop standards and routines that ensure systems and processes meet the needs of servicing sellers and that help the entire team focus their efforts on building a reputation of trust and professionalism with clients;
- Coordinate mail flow by scheduling and tracking direct mailings to prospects and past clients;

Desired Skills & Experience

Education and Experience:

- Experience in a senior level support role in a fast paced real estate environment
Real estate license;
- Some training at the post-secondary level in the areas of business administration, customer service, event planning or other relevant areas;
- Very strong organizational skills and ability to manage a wide variety of tasks often with conflicting deadlines and priorities;
- Particularly strong background in developing operational systems and process that increase productivity and efficiency within office environments;
- Hardworking, innovative, self-motivated and self-confident with the ability to influence and motivate others towards a greater good;
- Highly resourceful and very strong intuition and judgement around what makes business sense and choosing most appropriate path forward;
- Warm and engaging style in communicating and working with clients and other team members;
- Strong relationship building skills and ability to leverage networks to bring business to the team;
- Natural ability and familiarity with business tools and systems, in particular with databases, customer relationship management systems and Top Producer; comfortable with new technologies and a track record of learning and using tools to increase productivity and organization;
- Highly ethical and strong work ethic; a willingness to do what it takes for the whole team to succeed;
- Flexibility in work hours to accommodate some evening and weekend work;
- Above average technical aptitude with a strong knowledge of Microsoft Office Suite and Outlook
- Excellent interpersonal and communication skills
- Detailed oriented and able to handle multiple tasks
- Strong organization skills
- Highly motivated and personable
- Able to prioritize work
- Capacity to work effectively within deadlines and short-time frames
- Willing to take initiative
- Responds to everyday tasks with little supervision
- Maintains professionalism, confidentiality and discretion
- Able to work both independently and in a team environment


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As one of Canada’s top real estate teams for Royal LePage, we always strive to provide our clients with family focused real estate...