Common Real Estate Administration Tasks

It is most common to have an unlicensed administration assistant. But it is extremely important that this person does not engage in activities that require a real estate licence. A licensed assistant will be able to perform a larger variety of tasks; however they will also require more compensation to do.

Most teams use unlicensed administration staff and leave tasks requiring a licence to their buyer and listing agents.

Here are some tasks that your administration staff can complete (courtesy of Sue Styles – http://www.maximizedresults.com/):

• Answer all phone calls and delegate as required.

• Prepare listing presentation materials.

• Input new listings into the system and follow the listing checklist.

• Print feature sheets and take to new listings.

• Handle phone calls and emails as a priority throughout the day.

• Print anniversary letters and mail to past clients.

• Forward all sign calls/leads to agent.

• Set up buyer showings as requested.

• Monthly mass-email newsletter or correspondence.

• Periodic mail outs – unaddressed / addressed ad mail.

• Manage supplies at office, order new supplies as needed.

• Co-manage the contact database.

• Co-manage listings/buyers files.

• Handle couriers.

• Run errands as required.

• Prepare marketing material and send out as directed.

• Push weekly social media/blog.

• Process all real estate transactions and follow appropriate checklists.

• Co-manage signs, lockboxes, and key inventory.

• Liaise with lawyers, lenders, clients and other agents as required.

• Assist with staging.

• Call leads and database for listings and referrals.

• Plan client events.

• Attend events with Realtor.

• Review, revise current duties and systems.

• Take ongoing education.

• After hours work calls/emails.