Real Estate Executive Assistant/Transaction Manager

The Swick Real Estate Group & Downsize Allies
Centerville, OH, US

Description
Our fast-growing, quick-paced real estate office is seeking a dedicated and independent Transaction Coordinator/Real Estate Executive Assistant. This virtual position is crucial in professionally and compassionately assisting our valued clients and their families through the complexities of downsizing their homes, whether moving to a smaller home, senior living community, apartment, condo, or handling a family estate. You will support the entire team of real estate executives, brokers, and agents by managing administrative tasks, enhancing efficiency, and ensuring the smooth operation of the business. We are a small but mighty team, working a full 8 hours a day with each hour being very busy, so we need someone who can stay focused and avoid distractions. The end goal of this position is to fully own the responsibilities, allowing other team members to excel in their roles. Join us for a rewarding career with ample opportunities for growth and advancement within our dynamic company.

Responsibilities
• Efficient Time Management: Prioritize tasks effectively to manage time-sensitive responsibilities and meet deadlines.
• Client Communication: Maintain clear and transparent communication with clients, real estate agents, and other stakeholders to ensure a smooth transaction process.
• Document Management: Ensure all paperwork, including escrow documents, appraisals, titles, and mortgage loans, are completed accurately and submitted on time.
• Scheduling and Coordination: Schedule home inspections, repairs, and closing-related meetings, ensuring all deadlines are met according to the Contract to Purchase.
• Customer Support: Provide exceptional customer service by addressing client inquiries promptly and professionally assisting with any issues that arise during the transaction process.
• Database Management: Enter and manage client information in the client database system, ensuring all data is up-to-date and accurate.
• Compliance and Quality Control: Verify that all documents have the correct signatures and dates, and submit appropriate documentation for file compliance.
• Follow-Up and Negotiation: Handle incoming and outgoing calls to follow up with clients, schedule inspections and estimates, and assist in negotiations regarding repairs.
• Administrative Support: Provide administrative support to the entire team, helping to manage calendars, emails, and phone lines.
• Continuous Improvement: Participate in company training to ensure competency and understanding of processes, and contribute to the continuous improvement of transaction management practices.
• Daily Check-Ins: Conduct daily check-ins on the progress of each property and other assigned projects to ensure the team is informed and can focus on strategic tasks.
• Daily Schedule Readiness: Follow a daily schedule where clients, listings, contracts, closings, and appointment readiness come first.

Qualifications
• Must have excellent organizational skills and communication skills.
• Experience in the real estate industry, transaction management or coordination, titles, and/or mortgages preferred.
• Driven by a desire to provide excellent customer service and a great customer experience.
• Detail-oriented and solution-driven.
• Trainable and coachable, open to learning new ways to manage the process.
• High proficiency in the English (US) language, with clear communication skills.
• Looking for a full-time team member that is looking to advance within our company. No side jobs, contract work, or gigs will be allowed.

About The Swick Real Estate Group & Downsize Allies
A well-established real estate name in the area with over 3 decades of experience in helping people buy and sell real estate has launched a new division to the already successful model. The Swick Real Estate Group and Downsize Allies offer the premier all-inclusive end-to-end customer service experience when a homeowner or their family is looking to downsize to a smaller home, condo, independent, assisted, memory care, 55+ community, or is finalizing an estate. The companies specialize in coordinating the process of downsizing, senior placement services, and estate sales with a team of experienced advisors providing insight-driven and personalized solutions. We aim to take the chaos out of downsizing and moving by providing the most comprehensive solutions and resources.
We believe in working smart and hard while still having fun, plus building relationships on our core values of Honesty, Integrity, Responsibility, Proactive, Communication, Growth, and Passion.

Application Instructions
Send a 2-3 minute video of your specific skills that set you apart and why you feel like this job is important to you. And why you feel like having a long-term career is important to you? (Send your video to Careers@DeniseSwick.com)

Wage/Salary:
$4.00 - $10.00 per hour (USD)

Searching for either part time or full time assistance, depending on who best fits our company's needs.