Agent Support Coordinator

JOB TITLE: AHO Assigned Agent Support Coordinator

DEPARTMENT: Agent Operations

REPORTS TO: Jerann Muma - Lead ASC

EFFECTIVE DATE: 04/20/2024

REQUIREMENT: Please fill out the culture index and complete - If unable to click the link, copy and past on your web browser: https://go.cultureindex.com/s/aBiBQGtfdC

Compensation: $45,000.00 - $50,000.00

SUMMARY: To provide administrative and marketing support to assigned agents.

DUTIES AND RESPONSIBILITIES:

• Request or create marketing materials or collateral related to specific listings or agent needs.
• Ensure stock of marketing materials for buyer and seller packets; prepare or order more as needed.
• Assist Agents with MLS Input and add listing information in PBC Link.
• Be proficient and provide support in brokerage-supported software such as Rechat, PBC Link, Avail (rental site), and Microsoft Teams. Become proficient in new technologies as they are introduced to PBC.
• Monitor and update agent’s “all sales tasks” and marketing requests in PBC Link.
• Communicate with departments as needed to resolve problems or concerns.
• Create and maintain vendor lists for assigned agents (Inspector List, Home Warranty Company List, etc.).
• Update agent CRM as requested by agents.
• Create net sheets with numbers and details provided by the agent.
• Send sellers the Seller’s Disclosure document via Seller’s Shield.
• Schedule showings in Showing Time and upload showing instructions for listings.
• Order photography when requested.
• Create and implement an open house marketing plan. Add open houses to PBC Link and MLS, per the agent’s request.
• Schedule PBC previews.
• Add request to PBC Link for inclusion on LPI website.
• Update listing information and photos in PBC Link and MLS as needed.
• Send executed contract to title. Make arrangements for Option Fee and Earnest Money, if appropriate.
• Order sign installation and removal.
• Load photos into PBC Link and MLS.
• Maintain professional dress and demeanor.
• Maintain confidentiality between both office staff and agents. Gossiping is not tolerated. Any issues or concerns should be directed to your Agent Support Team Lead.
• Assist receptionists and agent support team as needed.
• Perform other related duties as assigned by management.

QUALIFICATIONS:

• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

• Previous experience in the real estate industry is beneficial
• Basic graphic design skills, social media savvy
• Data Entry experience
• Ability to organize a daily workload by prioritizing
• In-depth understanding of Microsoft Office Suite
• Ability to successfully collaborate with all internal and external partners.
• Professional writing skills are a must.
• Detail-oriented with outstanding organization, communication, time management, and project management skills.
• Creative thinker and team player.
• Strong attention to detail
• Demonstrated success and comfort in working in a very fast-paced environment and ability to handle multiple projects while meeting deadlines.
• Demonstrated ability to work cross-functionally and interact with all levels of management.
• Excellent written and verbal communication skills are essential, with a demonstrated ability to write compelling copy.

COMPETENCIES:

• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Occasionally required to stand.
• Occasionally required to walk.
• Frequently required to sit.
• Frequently required to utilize hand and finger dexterity and visual acuity to use a keyboard.
• Continually required to talk or hear.
• Occasionally required to lift/push/carry items less than 25 pounds.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.