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Transaction Coordinator / Office Manager

Company: Metro Brokers of Oklahoma
Location: Edmond
Posted on: September 8, 2019

Job Description:

We are a real estate team that strives to be competetive and dominant in the market. Our business is highly referral based because we do our best to truly connnect with the individuals as to make lifelong friends and business partners. We do not just want to be another "agent" but to know our clients and provide a level of service above and beyond what is expected, and have fun doing it. The Ideal Candidate:Experience in a fast paced environmentExcellent time management, problem solving and attention to detailAbility to work with employees at all levels within the organizationProficient in MS Office (Word, Google docs, Gmail, Folio)Ability to meet deadlines in a fast paced environmentSelf-initiator and keen ability to independently anticipate future project demandsCourteous, collaborative, diplomatic, confidentiality and professionalism are compulsoryPersonality to handle difficult customers with graceAbility to communicate effectively, both written and verbalTrustworthy, responsible & punctualDemonstrates highly effecient organizational skillsReal estate license a plus---Processing files - Once a property goes under contract you are responsible for processing the file from that point until closing date.--We are a high producing office so must be able to handle a substantial number of files at a time. Once you've received a new file, you will be in charge of contacting the new clients, lender, other agent & title, transferring all data into the CRM, getting inspections set up and coordinating who will attend, negotiating TRRs, setting up final walk throughs as well as closing as well as any detail in between.--You will ensure file is ready for closing, review settlement statement, alert or any discrepencies &/or corrections, and prepare gift.--Throughout the process you are responsible for keeping all parties informed of the stages in the contract.--Must be able to thoroughly follow checklists and complete given tasks.-Review all contracts (understanding what is required/signatures needed) in Back Agent for Kathleen's files as well as independent agents. Inform agents of any needed paperwork/corrections and issue DA sheets once file is complete.-Strict management of calendar, ensuring appts are properly recorded, keeping Kathleen informed of appts min of the day before and not allowing overlapping appts-Keep books on training for all independent agents and make sure we have all paperwork-Attend compliance meetings and send out notes to all agents (and log in training file)-Send out brokers meetings to all independent agents and encourage them to come.-Keep account of closings on a flow sheet, updating weekly (preferably every Monday morning)-Log Kathleen's paychecks and have them bundled and ready for deposits-Maintain vendor list, with frequent follow ups on the vendors to ensure clients have been satisfied with their service and that they are still in service-Orchestrate cleaners to clean office/ and do general clean (trash 1x a week)-Cataloging holiday inventory and setting up/decorating for holidays as well as take down-Order office supplies as needed, keep aware of supply stock/keep ink properly stocked-Keep track of and pay office utilities and HOA dues-For closings outside of the office, you'll be responsible to bring files to Kathleen for closings, ensuring all paperwork including all invoices and reviewed settlement statements are included.--Have closing gifts ready-Social media posting regarding events, daily personal touches, following up with agents who attended closings and ensure congratulation posts are done-Ask for Zillow/Trulia recommendations-Get holiday newsletter ready and orchestrate staff to put gifts and packets together.-Keeping track of continuing education requirements and any dues for Kathleen and staff-Pay Metro fees and collect independent agents fees 1x a year.-Assist with weekly office meetings making sure we are hitting goals and keep Kathleen updated on goals/budgets.--Assess projects, issues & implement fixes.---End of month assessment of income, agent's income, flat fee income for budgeting purposes.-Set up alarm and codes for agents and log in file it was done.-Help with awards banquet 1x a year to include scheduling the date and location, food, ordering trophies and sending out invites, with follow up.-Update OREC forms 1x a year (Dec/Jan) slow time and assess new systems and implement new programs to assist in efficiency-Check office messages every morning, ensure phones and voicemail are working-Make sure referrals go out and gift cards are purchased, kept in stock.-Orchestrate sign/lockbox pick up & assist as needed-Send out Builder congrats cards (to reps if applicable) after builder closings who Kathleen represents-Run buyer agent program (hire, train and coordinate and run profits and assess fixes)-Handle Kathleens personal property management and log/collect rents and rent out if vacant including advertising, showing potential tenants and vetting them.--Handle any issues with the properties-Weekly minimum 5 customer service calls to ensure client satisfaction-Coordinate Bday cards being sent out monthly 1 week prior to beginning of each month-Attend closings as needed, being a representation & extension of Kathleen.-If holding real estate license, be willing and able to show if necessary-Set up open houses, coordinate signs put out, advertising is being done and make sure feedback is received.-MANAGE the builder accounts to include move up and save (weekly updates/ monthly visits and sign checks)-Handle and keep organized as well as keep Kathleen informed on any travel plans or schooling she needs.-Weekly social media posts to independent agents and run posts for recruiting.-Recruit as a part of your daily routine.--New recruits, make sure paperwork gets filled out and they know back agent business/DA sheets/make weekly calls to agents of encouragement.-Make sure all forms are updated and buyer and seller packets put together as well as showing books-Research any referral agents for cities/states outside of our MLS reach and create a data base. When referrals are sent out, put on calendar who/when and follow up on the status to ensure check is received once closed.-Keeping account of vacant listings on calendars to print and deliver flyers and text sellers when done-Coordinate Lunch & Learns, put on calendar and blast out via Edmond Metro Brokers page as well as emailing / text blasts to all agents-Yearly updates on logos, photos, resum-- to ALL sites (website, Zillow/Trulia/Realtor/LinkedIn, All social media sites, email signatures)--Follow up and confirm new resum-- is completed within the month of January and being utilized in showing booklets-Updating and printing of relocation books for in office as well as mail out to TyndalAFB.

Keywords: Metro Brokers of Oklahoma, Edmond , Transaction Coordinator / Office Manager, Executive , Edmond, Oklahoma

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