Real Estate Coordinator
The ThinkTorontoHomes.com Team requires a highly proficient full-time Real Estate Coordinator to help take our business to the next level! Candidates should have the following attributes: Organized, thorough and detail oriented Loyal – has our best interest at heart Adaptable and willing to learn and grow Literate in computers and real estate Excellent verbal and written communication skills Good with people – pleasant on the phone, optimistic, upbeat Ability to handle stress, work under pressure and multitask At thinktorontohomes.com, we have big goals and big plans – the Real Estate Coordinator is a vital part in helping us achieve those. Please see the attached Schedule A for a sample list of tasks and responsibilities the Real Estate Coordinator may be required to perform. Training will be provided. Tremendous opportunity for advancement as new positions will be created/required as the business grows. Generous salary and bonus structure to be negotiated based on experience. If you are interested in becoming part of something meaningful, please forward your resume to us at info@thinktorontohomes.com or by fax at 416.495.2743 with the subject heading “Real Estate Coordinator.” Thank you for your interest.
Schedule A – Sample Tasks and Responsibilities
The Real Estate Coordinator will be responsible for numerous tasks as they relate to the business. Please note that this list is provided is not comprehensive and is provided as a guideline. Tasks and responsibilities are subject to change as required.
Administrative / General Tasks: • Attend all office sales meetings • Handle all incoming related calls and forward them to the necessary parties • Handle all incoming and outgoing faxes • Order all office supplies as required • Monitor and negotiate all related expenditures per client file (i.e. putting up signs, # of trips out w/ client, cost of obtaining client, etc.) • Prepare month end income and expense reports • input sales data in Sales tracking spreadsheet Advertising & Lead Generation Coordination: • Track all advertising responses and source of business to prepare weekly reports so we can accurately track what is working and what isn’t • Implement and review distribution of marketing materials (farming pieces) • Assist in searching for, preparing, and requesting permission to advertise for Resale Homes • Keep track of all expired listings in the downtown core & implement contact systems • Prepare and distribute newsletter (print and email) to contact database File Management: • Scan all required paperwork and important documentation into the computer, convert to pdf and file electronically into client folders • Sort through closed deal files to eliminate duplicate/unnecessary paperwork but ensuring that we keep proper paper trails before filing Contact Management: • Filter & input all leads into the contact management system (360 Agent) & put them on to activity plans • Maintain the contact database including adding, modifying and deleting contacts as necessary • Obtain all necessary contact information fields (new addresses for sellers, birthdays, anniversaries, closing dates, etc.)
Customer Care: • Record all client complaints and review with management • Send thank you notes to people who send us referrals and another one when a deal is actually firm • Send out congratulation note & client feedback evaluation forms out as soon as a deal closes • Send out closing day gifts to client & ask for referrals • Coordinate client appreciation parties as required
Buyer Coordination: • Prepare Buyer Presentation Packages • Input buyer/seller contacts into 360 Agent lead database • Maintain consistent correspondence & follow up • Book buyer interview appointments & introductions to EBA • Follow up with EBA on status and progress of leads • Book buyer-broker showing appointments • Assist in preparing CMA for subject properties • Coordinate pickup and delivery of status certificates to lawyer • Prepare all buyer offers and related documents (amendments, waivers, releases, etc.) • Follow conditional sale offers through to closing – handling waivers, faxing/following up with lawyers, dealing with mortgage brokers, etc. as required • Prepare deal processing envelopes & send all necessary paperwork to girls at accounting Listing Coordination • Prepare Listing Presentation Packages & all required listing paperwork • Input seller contacts into 360 Agent lead database • Maintain consistent correspondence & follow up • Book listing interview appointments • Review all new MLS listings for accuracy as loaded and ensure they were paged/emailed out to all DT office agents • Arrange for installation of all lawn for sale signs • Coordinate trades people for any home improvements / staging required • Keep track of lock box codes and installation locations • Coordinate open houses, if required • Order status certificates • Assist in preparing CMA’s • Prepare and coordinate printing of all feature sheets • Fax/email all new listings to top producing agents in the designated areas • Load new listings into point2agent websites & update Recently Solds section • Load new listing on to craigslist.org • Contact agents who showed our listings for feedback • Complete deal processing envelope • Follow up with Buyer Agent to ensure all waivers are sent in on time to firm up the deal • Coordinate with lawyer & accounting – fax in required paperwork