Kathrina Langurayan

VIRTUAL Assistant Job Description Overview: Responsible for performing a variety of administrative duties to help the Real Estate Agent keep on track to increase business, improve profitability and develop life-long clients. Daily Musts: ● Receive agent’s daily schedule ● Handle incoming phone calls ● Handle incoming emails ● Handle incoming agent emails ● Fill out daily meeting form at the end of the day ● Communicate with Shannon, clients and other assistants ● Go through each active file folder ● AVAILABLE to work from home, graveyard Philippine 11pm - 7am time (for California work Mon to Fri, 8am to 4pm PST), reliable 2MBPS+ internet/noise canceling headset/own computer. Starting part-time for 3 month trial period (then full time upon successful work together) Duties: ● Handle some incoming phone calls ● Return phone calls in a timely manner ● Handle most incoming emails ● Maintain all files in a neat and orderly fashion ● Send out any Pre-list FSBO (For Sale By Owner) packages ● Monitor and follow up on sales/escrow/closing files with ● Monitor Website traffic and updates ● Handle payment checks being identified for bookkeeper ● Set up database/list to send out farm mailings quarterly ● Set up database/list to send out Holiday cards (Halloween, Thanksgiving, Christmas) ● Set up lists to send follow up written letters/emails to all clients ● Monitor weekly, monthly & yearly goals ● Update and maintain all clients’ records in database ● Responsible for all lead data entry and reports ● Manage incoming and outgoing correspondence ● Ask personal people farm for referrals for the agent Pre-Listing Clients ● Set up Pre-listing package ● Call seller to confirm date/time of appointment ● Prepare a new client file ● Work with Shannon on examples of: o Property Brochure o Just listed postcards ● ● ● ● ● o Hyper Local Marketing Prepare CMA’s Download property profiles from title Obtain property tax assessor information sheet Prepare the listing folder Fill out and input MLS Input sheet Listing Clients: ● Prepare a new client file ● Enter all client information into database ● Monitor and follow up on all listings ● Maintain communication log ● Make appointment to take pictures and virtual tour ● Submit proper information and photos to MLS ● Post photos and text to website & Business Facebook page ● Order for sale signs to be placed with flyer box when applicable ● Order riders ● Email MLS listing to seller ● Email new listing to top 25 agents ● Work with Debbie on examples of: o Property Brochure o Just sold post cards o Order brochures ● Set up thank you letter to seller ● Make sure sign is ordered for placement ● Set up brochure for Open House & Door knocking ● Send “Just Listed” letter ● Update Google Keep TO DO list for Property ● Coordinate showing of property via email o Maintain showing log o Ensure agent informed re: price reductions, upgrades, improvements, other selling features o Inform agent of any special showing instruction from seller o Follow up with agent to obtain buyer’s feedback (via email/call from SUPRA records) o Call seller to provide feedback regarding showing o Include showing feedback in seller’s weekly marketing update ● Coordinate open house of property: o Coordinate date/time with seller and other agents who are holding Open House o Ensure other agent receives all info regarding selling features of home o Follow up with agent after the open house to obtain feedback about traffic, comments o Call seller to provide feedback regarding open house o Include open house feedback in seller’s weekly marketing update ● Upon Receipt of Offer (Listing) o Send receipt of offer confirmation via email, after checking offer is complete o Email/Call lender from offer asking if terms are close-able o Organize offer into spreadsheet by offer amount and terms ● Submit paperwork: o Send full contract to lender and title company immediately o Send accepted contract, client, lender, and title company information to closing office ● Update Folio and CRM database with transaction information and deadlines ● Coordinate inspection: o Prepare buyer/seller on what to expect from a thorough inspection o Request inspections (when representing buyer) o Coordinate schedule for inspections (when representing seller) ● Coordinate appraisal: o Ensure lender has ordered appraisal when inspection objections are finalized o Notify and brief all parties when appraisal is complete ● Follow contract deadlines: o Ensure seller’s disclosures are sent, reviewed, and signed by deadline (work closely with Transaction Coordinator) o Ensure inspection items are handled and agreed to in writing by deadline o Follow up with lender on completion of appraisal by deadline ● Monitor loan completion: o Contact other agent or lender for frequent loan status updates o Update client on loan status and any possible changes in the settlement deadline and negotiate extensions when needed o Ensure documents will be ready by settlement deadline After accepting of offer: ● Prepare closing file Preparing for Closing: ● Schedule closing with client for Shannon o Ensure client has address/directions to escrow o Inform client of proper identification and documentation to bring to closing o Notify other agent of scheduled closing time o Send estimated closing costs to client and ensure all information is accurate ● Prepare closing packet for client (from TC) o Provide copies of all documents from the transaction o Provide utility company information with phone numbers ● Call and inform client when transaction funds and records ● Coordinate transferring keys to new homeowner After Closing: ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● ● Report Sold to MLS Schedule sign removal Change website to sold Send “Just Sold” postcards Send gift and “thank you for working with our team” letter Send thank you letter to other agent Create “other agent database” Send “thank you” letter to lender Put in anniversary file Send client survey, follow up until received Convert file to sold file Call Just Sold Remove from other websites Closing letter & statement to Buyer/Seller Update sold records in pre-listing package Update database with forwarding address Buyer Clients: ● ● ● ● ● ● ● ● ● ● ● ● ● ● Prepare a new client file Enter all client information in database, Slack.com, Google Folder Pull up houses in MLS Prepare showing route if applicable Schedule showing appointments Make copies for client/Agent Make any follow up calls Call clients and introduce procedures/what to expect Monitors and follow up on closing files with – other team members, Transaction Coordinators, Escrow Maintain communication log via Slack, emails and text Send congratulations letter to buyer Check in on Closing Send gift card and “thank you for working with our team” letter to buyer Send client survey, follow up until received Must be knowledgeable of the following programs: ● ● ● ● ● ● ● ● ● MS Office (Word, Excel, Powerpoint) Google suites (Calendar, Texting, Docs, Folders, Keep) MLS Systems CRM & Database basic knowledge – will train Canva.com - will train Screencast recording, to create training videos - will train Slack.com - will train RingCentral VOIP - will train online MojoDialer - will train online Necessary Skills and Attributes: ● American English, advanced written and verbal ● Comfortable calling on the phone ● Excellent time management skills ● Detail oriented ● Good communication skills ● Self starter ● Team player ● Treats all clients and team members with respect ● Positive attitude and friendly demeanor ● Highly organized Compensation: ● $2.50 - $3.00 USD/hour starting pay (first 3 months) and increasing depending on quickness of learning and desire to go full time. ● Full-time perks Holiday pay (Christmas Eve/Christmas/New Years/Your Birthday/Good Friday), sick pay/holiday pay up to 5 days per year. ● Bonus given for valid appointments set from cold calling and follow up emails/calls to prospects Shannon distributes How to apply: Create a Youtube or Facebook video​ of you answering these 4 questions: 1. Introduce yourself by discussing your previous experience working as a personal assistant and what skills/tasks you improved (specifically). 2. Explain your technology at home and a tour of your office space. 3. What you would enjoy about working as a Virtual to an American Real Estate agent, like Shannon? 4. What you would like to accomplish in the future, personally and professionally? In your message to Shannon, please include your resume, references from previous employers and any online profiles you have with different websites to find jobs (eg: LinkedIn/Upwork/Odesk/Facebook/etc)