Description

ProtopVA Community is excited to present this new job opportunity for a General Administrative Assistant for a Real Estate Agent (The Philippines)

COMPANY INFORMATION

A real estate business with years of experience, specializing in the management of diverse property portfolios. Currently seeking to enhance and strengthen its operational framework by outsourcing various functions within the company

OPPORTUNITIES OFFERED WITH THIS JOB

•      Opportunity to work alongside a detail-oriented team.

•      Opportunity to be part of a US company

•      Opportunity to work with a great team.

JOB DESCRIPTION

1. Executive/Personal Assistant

• Help the CEO with various business-related tasks he/she is normally directly responsible for
• Answering & screening calls
• Personal Email management including reviewing, editing, archiving/labeling, prioritizing, etc.
• Basic project management: Review weekly tasks, processes, and projects due
  
• Support managing team members, their work, and results
• Help prioritize how the client invests their time

2. Calendar Management & Appointment Setting

• Manage client/owner emails and their calendar
• Set up automatic bookings online and share booking links with lead/clients as needed
• Help leads book calls with real estate agents manually or using booking systems
• Review the calendar and find out about availability to set calls or appointments with team leaders
• Send a calendar invite to both realtors and leads/clients
• Update all dates and pertinent information into software

3. Organize Digital Files

• Upload/organize files into web-based systems (Dropbox, Google Drive, etc)
• Re-organize files based on products/services/categories
• Make sure that info is always up-to-date
• Organize and input files by product, service, or client

4. Manage CRM & Data Entry

• Help the company organize, clean, update, and maintain the client’s database
• Maintain all of the communications and client data up-to-date
• Add contacts, new clients and update existing ones into the CRM system
• Verify and update the contact’s information. Get missing emails or addresses
• Input referrals into the CRM, and assign them to one of the agents
• Save any notes from the calls into the CRM, after the lead books a call
• Tag contact and input call notes. Create follow-up tasks to call contact later

5. Other General Admin Tasks

• Help the client develop, create, and document the company’s SOPs (standard operating procedures)
• Perform clerical work and general admin tasks related to real estate
• Filling out property information sheets
• Help the client set up a web-based phone
• Help set up Google calendar and teach the owner of the company how to use it
• Coordinate retrieval of the lockbox where the keys to the house were stored (if representing seller)
• Coordinate someone to walk through the property to ensure everything is as expected
• Organize all clients’ files required for loan applications
• Customize letters using templates
• Order closing gifts. A gift for the buyer for closing the purchase of a house/property
• Prepare board packages
• Help with the client organize “Client Appreciation Events”.

6. Schedule Property’s Photo Sessions & Update Listings

• Coordinate with the listing coordinator to get photography scheduled and make sure all documents have been received, including HOA (Homeowners Association) and seller’s disclosure
• Update the property listings once the photos are ready
• Help with in putting the listing into the MLS

SUCCESS PROFILE FOR THIS ROLE

• Experience in the Real Estate Industry or similiar Industries
• At least two years of experience in similar roles.
• Innovative and proactive: People who can think for themselves and be proactive/ People who work independently, are resourceful, and can think up solutions to problems independently/ People who can think creatively to solve problems.
  
• People & Relationships: Easy to speak with and a good listener/ Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve/ Supportive, and always willing to help.
• Work Load & Stress Management: Able to manage stressful situations without affecting them on a personal level/ Must be extremely organized and detail-oriented/ Ability to work under pressure.
• Technology & Software: Computer savvy, able to teach systems and software to others/ Knowledge or willing to invest time in training themselves on the different platforms of the business.
• Communication & Language: Always available to respond quickly when contacted via phone, text, chat, email, etc./ Comfortable making calls and know how to properly communicate with contractors and clients.

SCHEDULE AND PAY RATE

•      Schedule: Monday to Friday. To be defined between 9:00 am to 7:00 pm

•      Time Zone: Eastern Standard Time

•      Hours: 20 hours/week

•      Languages Required: English

•      Open to The Philippines

•      Pay Rate: $3 - $4 /hour

*Rates are dependent on your experience, determined by ProtopVA.*

Apply for this Job by submitting your proposal! To have your proposal considered, please CAREFULLY READ the following guidelines in THIS LINK. 

PROPOSALS WITH INCORRECT STRUCTURE WILL BE DISREGARDED.

*To join our telegram group and learn more about our open positions, click on this link (Philippines):  https://t.me/+iBlvMlhGzzoyZWZh

PROTOPVA REQUIRED VALUE STANDARDS FOR ALL POSITIONS

1.     Honesty & integrity at all times

2.     Quick to respond and communicate

3.     Proactive, go-getter, figuring things out on his own (make Google your best friend)

4.     Humble, responsible, and accountable

5.     Professional and focused

6.     Looking for long-term work relationship 1-3+ years

7.     Team oriented

8.     Always willing to learn new things and develop new skills

9.     Efficient and committed to delivering on expectations, and deadlines