Job Description

SUMMARY:  This position is responsible for the supervision of the closing process for company real estate transactions and for managing sales activity in the company database.

 

ESSENTIAL FUNCTIONS:

Essential functions as defined are ILLUSTRATIVE ONLY and not a comprehensive listing of all functions and duties performed by incumbents within this classification.  Essential duties and responsibilities may include, but are not limited to, the following:

 

  • Sales Transaction Management
    • Supervise preparation and execution of transaction agreements and review for accuracy.
    • Track and record transaction deposits and disbursements.
    • Coordinate closing process with office administrators and third-party vendors.
    • Communicate with clients and staff regarding the transaction process, maintain an electronic transaction calendar and monitor task management.
    • Perform corporate responsibilities to ensure proper compliance and protocol.
    • Perform accounting duties for the payment and reporting of commission payments.
    • Train and support office administrators to assistant in the closing process.   
    • Manage internal filing and reporting tasks to comply with company and legal requirements.
    • Work with team members to improve the overall closing process and ensure a professional closing experience for owners, agents and staff.

 

  • Database Administrator
    • Oversee all database administration responsibility for sales related activities.
    • Design and development new database features and operations.
    • Train and support sales representatives to ensure proper database use.
    • Coordinate with sales administrators to support database operations.
    • Monitor database activity for accuracy and compliance with standards.
    • Create and manage database reporting functionality.
    • Manage and support database integration with other company applications.

 

  • Other Responsibilities
    • Assist in account payable processing and general accounting responsibilities.
    • Perform file management responsibilities and document organization.
    • Collaborate with team members to improve operation efficiencies.
    • Research and assist in implement of new office technologies and procedures.

 

 

 

Skills / Requirements

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge and/or skill required.

 

Education and Experience:

Bachelor’s degree in Business or a related field; OR an equivalent combination of education, training and experience.  Prior real estate and database administration experience is preferred.

 

Required Knowledge and Skills

Knowledge of:

  • Principles and practices of real estate sales and transactions.
  • Customer Relationship Management Software (preferably Salesforce.com)
  • Microsoft Office and ability to work proficiently in Excel
  • Accounting software and practices.
  • Office administrative practices and procedures.
  • Correct business English, including spelling, grammar and punctuation.
  • Techniques for effectively communicating with a variety of individuals and organizations in an efficient and professional manner in person, on the telephone or by electronic communication.

 

Skill in:

  • Logical process-driven thinking and work habits.
  • Providing customer service.
  • Communicating effectively in oral and written forms.
  • Organizing, maintaining and researching office files.
  • Organizing own work, setting priorities and meeting critical deadlines.
  • Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
  • Dealing successfully with a variety of individuals from various socio-economic, ethnic and cultural backgrounds.