Position Filled: Administrative Coordinator

Thanks for your interest––this position is now filled.

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High-performing residential real estate team seeks administrative professional to coordinate transactions, help launch property listings, and provide logistical support to marketing manager and principal.

Led by real estate agent Melony Swasey, the Good Boston Living team provides high-integrity, intimate, strategic service to our clients, who are primarily referred to us based on trust. Thoughtful, brainy and fun, we thrive on providing our clients a winning, graceful experience. Based in Jamaica Plain, and serving clientele throughout Greater Boston, Melony Swasey’s team is affiliated with Unlimited | Sotheby’s International Realty (with offices in Jamaica Plain, Brookline and Newton).

The administrative coordinator role is critical to our continuous growth and our ongoing operations. This is an opportunity to help our team significantly increase our sales volume by enhancing our efficiency and internal bandwidth.

Compensation: $45,000 (see details below)

Apply by: Monday, December 10; applications reviewed on a rolling basis (see details below)

 

WHO YOU ARE

You’re a strong team contributor and collaborator, animated by independent initiative. You excel at project management; operational logistics; and discreet, attentive client service. You anticipate needs, raise constructive questions, help propose solutions, and deliver on them.

You’re supremely detail-oriented and committed to discretion. You’ll thrive in a fast-paced, high-performing real estate environment where the activities of attending to clients often unfold in real time and change continually.  

You find satisfaction in tracking progress and closing loops. You excel at managing checklists and databases, and providing thoughtful, efficient processes.

You’re comfortable initiating phone calls to team members, clients, other real estate agents, attorneys and lenders, brokerage office administrators, and vendors. You’re equally comfortable texting, emailing and communicating by phone or video call.

You demonstrate experience as a meticulous, attentive administrative professional. You’ll ensure that information is available, complete, accurate and clear. You’ll keep track of the real-time activities of team members, offering support and input for efficiency––and for a delightful experience for our clients.

You’ll remain current on all business operations––incoming business, active listings and pending sales––always ready to assist the business manager and principal in forecasting, planning and recalibrating.

You have a discerning ability to prioritize projects in close conjunction and communication with other team members, prompting guidance from both the business manager and principal.

You will contribute to the joy and well being of the team and our efforts to attract new business.


RESPONSIBILITIES

Coordinate transactions (45%)

    • Track team’s activities related to transactions, from initial client consultation to post-closing, providing support and helping deploy other relevant team members where most efficient
    • Coordinate logistics with our clients (and other agents) for their contract events, e.g., collecting/delivering deposits, signing their purchase and sale agreement, and closing
    • Schedule and cover appraisal appointments and smoke inspections (or assign team members where most efficient)
    • Schedule and coordinate client walk-throughs, including delegating team coverage
    • Keep our attorney, lender and other partners updated with timely questions, follow-up and paperwork
    • Keep transaction files current, from initial contract to post-closing (filing deposits and updating paperwork)
    • Ensure team compliance regarding licensee disclosure, lead paint disclosure, and seller’s smoke/carbon monoxide inspection
    • Share documentation with Unlimited Sotheby’s International Realty (SIR) in a timely manner
    • Prepare commission statements and distribute, with principal’s approval

Assist in preparing, launching and maintaining property listings (30%)

    • Help gather materials for listing appointments with prospective sellers
    • With a keen focus on due dates, help prepare listings by organizing property details, listing description, and other content with direction from marketing manager
    • Organize and upload content for listings, incl. property details, images, association documents and floor plans––enlisting team to confirm accuracy, compliance and completion
    • Coordinate and order print materials such as brochures and postcards
    • Track compliance regarding listing agreement, licensee disclosure, lead paint disclosure
    • Review listings in MLS, checking for accuracy, thoroughness, and spelling and punctuation
    • Throughout the listing cycle, track and update listing content (e.g., status changes) on Good Boston Living site and other platforms
    • Order yard signs and maintain sign riders––switching as statuses change (assigning to team members where most efficient)
    • Order and send post-closing mailers

Provide overall marketing support (10%)

With direction from marketing and business manager

    • Update and maintain image libraries (e.g., Flickr and Apple Photos)
    • With direction from marketing manager, help procure and prepare client gifts
    • Assist with logistics and preparation for events, e.g., broker receptions, client parties, speaking engagements
    • Assist in preparing and sending mailings
    • Handle post-closing marketing tasks, e.g., update team closings on Zillow; track and catalogue client testimonials
    • Update and maintain team and principal “friends” on social platforms

Provide overall business support (10%)

With direction and oversight from the principal

    • Update and maintain databases of client contact information
    • Help update and maintain business pipeline database
    • Post incoming commissions in bookkeeping software
    • Categorize business expenses in bookkeeping software, organizing receipts

Provide general administrative support (5%)

    • Update and maintain lists of preferred contractors and vendors
    • Handle timely document delivery (and hire courier service where most efficient)
    • Assist with booking contractors
    • Handle supply orders and store runs
    • Handle printing, mailing and shipping


SKILLS

    • Proficiency in MS Word and compatible software (e.g., Google Docs and Sheets)
    • Experience with Google Suite applications and Google Drive
    • Competence in back-end website management and email marketing software such as Constant Contact and MailChimp
    • Competence managing databases for client relations management (CRM) and image libraries
    • Preferable if experience with Quickbooks or other bookkeeping software


HOURS

    • Full-time, 40-hr flexible schedule, including some evenings and weekends. Coordinator will project and track time, informing business manager of flex/comp hours
    • Attend company-wide meetings held by Unlimited SIR at least once per month to remain current on company initiatives and best practices


REQUIREMENTS

    • Maintain a well-functioning vehicle or other means of readily available transportation. (Any mileage that exceeds 30 minutes per one-way trip can be reimbursed per federal mileage rate.)
    • Participate in weekly team meeting and daily team check-ins
    • Participate in team retreats


COMPENSATION

    • Salary: $45,000
    • Bonus (amount to be determined) for any new client personally referred who closes with us


VACATION, PERSONAL TIME + HOLIDAYS

    • Vacation: 15 days, to be approved at least two weeks in advance
    • Personal/sick time: 10 days
    • Holidays: to be observed per team needs and discussion


TO APPLY

    • Include “administrative coordinator” in subject line
    • Due by: Monday, December 10, 2018. Applications will be reviewed on a rolling basis. Please get in touch with any questions.