Job Description

Company Profile:  

Pismo Beach Homes was started in 1985 by 2 Pismo Beach natives. This well-respected company is comprised of a team of professional real estate consultants, specializing in the Pismo Beach real estate market and dedicated to providing the finest service available within the Central Coast real estate industry. 

Job Summary:  

Reporting to the CEO, the Administrative Assistant will support the CEO and the team, by managing the administrative, marketing, promotional, servicing, documentation-related tasks involved in various real estate transactions generated by the real estate agents and brokers. 

Duties / Responsibilities:  

Goal Setting Planning and Leadership:

Maintain real estate transaction board;

Design and implement systems, set goals and develop plans. 

Lead Generation, Advertising, & Promotion:

Maintain client database;

Monitor and maintain lead tracking, coordination and assignment;

Develop social media calendar; write and post advertising content;

Produce graphics and feature sheets;

Prepare listing and buyer packages;

Send review request e-mails and follow-up with clients;

Prepare relocation packages; purchase gifts and promotional items; coordinate community service events. 

Seller Prospecting and Servicing:

Create Comparative Market Analysis (CMA) from comparable listing agents’ search;

Prepare and Deliver pre-listing package;

Arrange for sales signs, lock box and photographs in connection with the listed properties;

Place sale information on the Multiple Listing Service (MLS), including link to websites; provide graphic feature sheets; update as necessary;

Setup property showing procedures; arrange for flyers / marketing materials, office tours and provide feedback from showings. 

Buyer Prospecting and Servicing:

Provide a buyer representation packet to clients; research MLS; send updates to out of town buyers. 

Transaction and Closing Coordination:

Set up contracts to closing file; complete Statement of Income (green sheet);

Provide post-closing information and service to buyers; coordinate closing process; schedule closing;

Confirm Distribution Authorization (DA); ensure all filings and notifications are complete;

Coordinate Inspections; arrange for closing gifts or events. 

Administration:

Set up and maintain all files including listing property and contract files and archives;

Schedule events and meetings;

Maintain all databases;

Purchase supplies; monitor and replenish inventory supplies; maintain office equipment, inventory signs and lock boxes;

Make appointments for property showings;

Deposit checks and cash; review bills and expenses and write checks to pay invoices and other expenses. 

Research and Communications:

Open and distribute mail to relevant team members; read and respond to incoming mail, e-mails and correspondence;

Answer phones, direct calls to relevant team members, check voicemail and return calls;

Send and receive faxes;

Schedule and attend internal trainings. 

Qualifications:  

At least 3 - 4 years of office administration experience;

1-2 years in sales and/or marketing experience, preferred;

Bachelor’s Degree in Business, or related discipline, preferred;

Proficiency in managing and creating social media content;

Proficiency with the MS Office suite of products, in addition to Zoom;

Exceptional oral and written communication and interpersonal skills;

Astute time management, attention to detail, organizational, planning, effective multi-tasking, problem-solving, follow-through, customer service skills and ability to work to tight deadlines;

Holder of valid CA driver’s license, with a clean and insurable driving record;

Ability to work effectively alone and within a collaborative team environment.

Compensation:

$25.00 - $30.00 per hour DOE for this full-time, non-exempt position.

Benefits:

80 hours of paid vacation, which begins accruing after 90 days of employment;

Standard 40 hours of CA paid sick time allotted at the beginning of the year in a lump sum;

11 annual paid public holidays. 

Location:

Pismo Beach, CA – in office position.

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