Executive Assistant at PeopleOS

Job Description

Administrative Support

• Manage the Realtor’s calendar, including scheduling and confirming appointments, showings, and meetings.
• Coordinate communications with clients, other realtors, and vendors.
• Respond to emails promptly and professionally, maintaining a high level of customer service.
• Organize and maintain digital and physical files, ensuring confidentiality and accessibility.
• Handle incoming calls and inquiries with professionalism and efficiency.

Real Estate Assistance

• Learn and perform basic real estate functions such as conducting Comparative Market Analyses (CMA) and property valuations.
• Prepare and edit documents, including contracts, listing agreements, and disclosure forms, in compliance with Houston real estate laws.
• Research market trends, neighborhood statistics, and comparable properties to support the Realtor’s transactions.
• Assist in writing and reviewing contracts, ensuring accuracy and compliance with Texas Real Estate Commission (TREC) guidelines

CRM and Productivity Tools

• Learn and effectively use Salesforce CRM to manage leads, client data, and follow-up tasks.
• Use productivity tools (e.g., Microsoft Office Suite, Google Workspace, and task management apps) to streamline operations.
• Track transaction deadlines and ensure all necessary paperwork is completed and submitted on time. 

Marketing Support

•       Assist with marketing efforts, including preparing social media posts, email campaigns, and property listings
•       Coordinate photography, staging, and other marketing activities for listed properties.
•    Maintain and update MLS (Multiple Listing Service) listings with accurate and current information.

 Client Relations

• Serve as the first point of contact for clients, providing excellent service and maintaining positive relationships.
• Manage follow-up communication to keep clients informed and engaged throughout the buying or selling process.
• Coordinate with title companies, inspectors, appraisers, and other professionals involved in real estate transactions.

Requirements

• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Minimum 2 years of administrative or executive assistant experience; real estate experience is a plus but not required.
• Proficiency in email management, scheduling software, and CRM tools (Salesforce experience is a plus).
• Ability to learn new software, systems, and tools quickly.
• Strong written and verbal communication skills.
• High attention to detail and accuracy in all tasks.
• Knowledge of or willingness to learn Texas real estate laws and Houston-specific processes.
• Excellent time management and organizational skills.
• Ability to work independently and prioritize tasks effectively.

 Preferred Skills:

• Familiarity with real estate terminology and processes.
• Experience with marketing tools, such as Canva or Adobe Creative Suite.
• Knowledge of MLS systems.
• Basic understanding of financial documents and spreadsheets.