Job Description

Highmark Real Estate is seeking a full-time Agent Partner & Executive Assistant to join our growing team. The ideal candidate will bring exceptional customer service and strong organizational skills. This individual will need to balance the needs of our external clients as well as those of each individual agent. The right candidate will thrive in a fast-paced environment, demonstrate initiative, and maintain professionalism while managing multiple projects under tight timelines.

EXECUTIVE ASSISTANT JOB RESPONSIBILITIES

LISTING ASSISTANCE

• Appointment Preparation 
• Listing Appointment Assistance - Management of contractors, communication follow-up, etc. 
• Listing Duties During Delayed Status - Contract and associated document management, contractor coordination and follow-up, photography/staging coordination, client interface
• Listing Duties During Accepted Offer Status - Continued client interface, coordinate efforts associated with inspection process/appraisal process
• Listing Duties During Close Status - Miscellaneous administrative tasks to organize and close-out transactions including gift management, CRM management, etc.

BUYER ASSISTANCE

• Request showings for perspective Buyers and provide timely feedback
• Provide clients with proper material (data sheet) to prepare for home search process
• When needed, step in and represent Senior Agents to conduct home tours. Follow-up with Senior Agent following appointments to communicate next steps.
• Initiate offer paperwork, when applicable.

CRM MANAGEMENT ASSISTANCE

• Enter new contacts or update current contacts in CRM
• SmartPlan creation and management in CRM
• Campaign creation and management including Property Alerts, Market Reports & CMAs

AGENT PARTNER JOB RESPONSIBILITIES

LISTING RESPONSIBILITIES

• Listing Duties During Delayed Status - Manage required paperwork collection, introductory communication with client, MLS management, marketing coordination (photography, staging, signage), etc.
• Listing Duties During Accepted Offer Status - Continued client interface, communicate Dates & Deadlines with co-broke & client(s), continued MLS & CRM management to reflect Accepted Offer, Google calendar management, liaise with Title Company, manage inspection process, confirm with Lender financing/appraisal is on track, remove all contingencies, manage and coordinate Closing.
• Listing Duties During Close Status - Update MLS & CRM to reflect Close status, gift management, review management, marketing management, signage management, etc. 

BUYER RESPONSIBILITIES

• Buyer Duties During Accepted Offer Status - Continued client interface, communicate Dates & Deadlines with co-broke & client(s), continued MLS & CRM management to reflect Accepted Offer, Google calendar management, liaise with Title Company, manage inspection process, confirm with Lender financing/appraisal is on track, remove all contingencies, manage and coordinate Closing.
• Buyer Duties During Close Status - Update CRM to reflect Close status, liaise with co-broke to ensure MLS is properly updated, gift management, review management. 

MISCELLANEOUS SUPPORT

• CRM training & support
• DotLoop training & support
• ShowingTime training & support
• Limited contract support

MARKETING & CAMPAIGN MANAGEMENT

• Increase Agent brand awareness through support efforts on mailings, neighborhood campaigns, Highmark Real Estate event opportunities, etc.
• Gift support

EVENT MANAGEMENT

• Participate in the planning and organization of all Highmark Real Estate sponsored client events.
• Assist agents with client communications of Highmark Real Estate event opportunities.
• Assist with on-site execution and management.

KNOWLEDGE & SKILLS REQUIRED

• Active Wisconsin Real Estate license.
• Proficiency in Google Suite.
• Strong organizational and time management skills, with the ability to meet deadlines.
• Exceptional interpersonal and communication skills.
• Strategic thinker with flexibility to adapt to changing needs.
• Highly independent, motivated, and resourceful.
• Positive, people-oriented attitude with a collaborative mindset.
• Reliable transportation.

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