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Administrative Systems Coordinator

TBREG

Highlights

  • 💲 $13 – $17 per hour 💲
  • 💡 Entry to Mid Level 💡
  • 🔑 Report to Founder 🔑
  • 🗺 Anywhere in the U.S. 🗺

About Us:

  • We are currently a team of 3 full-time Realtors and 2 part-time administrative assistants working in The Villages, FL and surrounding areas.  We work as a sales team for a local RE/MAX franchise that has a significant and growing market share.
  • Our Realtor team consists of Lynn, her son Chris, and a family friend Kevin.
  • We are on pace for 2019 to be our strongest performing year yet, with many more years of planned growth ahead! You can see our Zillow profile just as a potential client would.
  • We are committed to bringing a systems mindset to a traditional sales business in one of the fastest-growing real estate markets in the United States!
  • This is our first full-time hire.  We anticipate adding team members one by one as we continue to gain market share.

Summary of Responsibilities:

The Bartlett Real Estate Group’s (TBREG) Administrative Systems Coordinator is responsible for the day-to-day administrative operations in support of the Management and Sales Team.  This position involves:

  1. Analyzing, organizing, and processing of information using documented standard operating procedures (~80%)
  2. Internally communicating with the Management/Sales Teams to adjust to and resolve minor issues as they arise (~20%).

This position does require a significant degree of task prioritization skill based upon the larger business goals and processes, which are highly dynamic in a sales/service business.

Essential Duties and Responsibilities:

The following includes, but does not limit, the essential duties and responsibilities for TBREG’s Administrative Systems Coordinator:

  • Monitor and label the “master” team email account
  • Maintain the team’s digital filing system
  • Listing data entry and photo selection, subject to licensed agent review before publication
  • Draft descriptions of listings in paragraph form
  • Complete required forms specific to each transaction
  • Distribute transaction information to relevant third parties
  • Initiate client-facing emails in the team’s email alerts system
  • Use discretion in filtering through photos of homes to email to clients based upon documented criteria
  • Draft, customize, and send template emails for teammates
  • Draft contract forms and packages for licensed Agent review
  • Compose ad copy for listings and manage draft/submission deadlines
  • Obtain showing feedback on our listings from showing agents
  • Work with admin staff for RE/MAX office, lenders, title companies, and other Realtors (almost exclusively via email) to ensure desired outcomes were achieved
  • Maintain and monitor licensing, MLS, and franchise compliance requirements for TBREG
  • Respond in a timely manner when time-sensitive/high priority duties arise (though this should be infrequent)

Qualifications:

The Administrative Systems Coordinator should: 

  • Be self-motivated and comfortable working autonomously – able to apply independent judgment in the exercise of essential duties and responsibilities.  The sales business itself is extremely dynamic and priorities can change quickly and frequently.
  • Be able to work in highly structured systems environment with documented Standard Operating Procedures (SOPs)
  • Possess critical thinking and strong problem resolution skills – Outside of documented SOPs, supervision and direction will be minimal, forcing reliance upon the Administrative Systems Coordinator’s sense of ownership of the situation and subsequent good judgment.
  • Be task-oriented – Since there will not be constant supervision, job performance will be judged largely on the speed and accuracy of task completion with respect to deadlines.
  • Have strong time management and planning skills
  • Be detail-oriented
  • Possess excellent organization skills
  • Be self-disciplined
  • Have excellent computer skills (Typing speed of at least 55 words per minute)
  • Be proficient in English (written and spoken)
  • Have a high level of comfort communicating digitally, primarily via chat, email, and inside of task management software
  • Be a team player – The team goals are the top priority, and there will be times when the Coordinator is asked to sacrifice his/her normal schedule to help with atypical urgent matters.

Education and/or experience:

  • High School education or equivalent required
  • Associate degree in Business Administration/Business Management or equivalent preferred
  • Previous remote work experience preferred
  • Previous real estate/title/legal admin experience is highly desirable

Certificates, Licenses, Registrations:

  • None.  MLS access will be provided by TBREG

Working hours/days:

  • Office hours are from 8 AM ET to 5 PM ET Monday through Friday, with an hour lunch break.  We may be able to accommodate reasonable variations upon further discussion.
  • Additional evening and weekend hours may be required to complete tasks.
  • This is a non-exempt position under the Fair Labor Standards Act.

Other details:

  • Team communication will be primarily through Skype messages, email, or phone call.
  • Team meetings will be scheduled via Skype video call weekly or as needed.
  • Daily interactions will be primarily with Chris or Kevin based upon availability and type of question.
  • A background check will be required prior to the final round of interviews
  • A minimum of two third-party work-related references are required
  • If accepted, the employee must sign strict Non-Solicitation and Non-Disclosure Agreement.
  • At least one video interview over Skype will be required.
  • Add the word “llama” to the first line of your cover letter
  • Any applicants for this job will remain within active consideration for only thirty (30) days.
  • Employment is subject to a ninety (90) day introductory period.

Why apply for this job?

  • As a strictly remote job, you can work from anywhere that has reliable internet access.
  • You will benefit from well-defined processes and responsibilities, which produces less guesswork, more confidence, and a clear path to success in the role.
  • Task completion accuracy, efficiency, and volume are the primary success metrics.  We seek process-driven outcomes and are flexible in how you choose to achieve them.
  • This full-time supporting role makes you a critical part of a successful, energetic, and ambitious sales team.  Your contribution to the team will significantly affect our team goal of capturing increasing market share.
  • Your primary interactions will be with team members, other Realtors, and title companies.  You will not be responsible for high risk/high-stress interactions with customers.
  • Within the scope of this supporting role, your input regarding process improvement ideas is highly desired.  We want to make the job as simple, efficient, and effective as possible.