JOB DESCRIPTIONS
Buyer Agent
Main point of contact for all A clients (still in contact with B and C clients but more in just keeping tabs unless agent referrals) – Assistant set up is typically introduced at first point of contact with all leads even if it’s just a mention of “my partner and I”.
Always first point of contact with Agent Referrals as these are key relationships
Set up most Matrix searches since these are so specific
Do all initial consultations to establish working relationship – Partner relationship is described in more detail at consult and when possible Assistant is introduced in person as “Partner”
Show houses – the responsibility to show homes is shared between the Buyer Agent and the
Assistant depending on several factors such as time, price point, stage in process, etc.
All relocation area tours to get them familiar with their options before they start focusing their search efforts on a specific area
Negotiate all contracts
In direct contact with client from contract to closing to ensure smooth process and keep things on track – Assistant handles or delegates admin, scheduling with inspectors, attorney, etc.
Negotiate all repairs
Attend closing (unless double booked and then prioritize depending on client personality and have Assistant attend as needed)
Follow up call after closing to check in with client
Assistant (Dollar Productive)
Check Website lead activity – follow up with New, Qualify and most recent activity as well as any to dos for Nurture and Watch leads (bring Buyer Agent in as needed if it’s an A buyer)
Check Buyer email account and Lead agent’s email and put any new leads into database and drip campaign if applicable.
Continually follow and track contact with leads through database and website activity and keep
Buyer Agent on task as clients need to hear from her
Help to set up Matrix searches for clients as needed
Assist with showing houses once client has established a working relationship
Attend initial consultation when possible to meet clients and hear about their needs first hand
Assist with pulling comps and preparing contracts when Buyer Agent is out showing or otherwise tied up (this is key in a fast paced market where offers need to be written in a timely manner)
Help with day to day response to calls and emails as needed (as a result the client always feels like someone is available when Buyer Agent is tied up)
Delegate and oversee the Administrative responsibilities to ensure all items are covered
Assistant (Administrative)
Assist with filling in blanks on paperwork in Zipform as directed and approved by Buyer Agent
Assist with setting up documents to be signed in DocuSign
Build file once home is under contract, which includes getting additional documents signed and turning in completed file to closing coordinator
Send out contract to closing form email to buyer along with attached contract to closing check list so client knows what to expect step by step. Plug in applicable info.
Coordinate getting DD and EMD checks as needed
Coordinate inspections with inspector, buyer and listing agent
Send executed contract to lender (always confirm to be sure which lender buyer is using first) Add due diligence date to Buyer Agent’s Calendar
Make sure survey is scheduled if buyer elects to have one (always schedule for the last full week of due diligence and make sure the surveyor is aware of the DD date since we need the survey back at least a day or 2 prior but want to get through inspections and such before this is done.)
Send buyer VIP Questionnaire email and complete form for file
Make sure everything is in order a week out from closing (check with closing coordinator, check with lender, termite letter, home warranty, repairs, final walk through, make sure buyers know they need to wire funds and have attorney communicate wiring instructions direct to buyer)
After closing, close out file and make sure all docs are updated versions and in file
Prepare lead calendar and add to BuyerAgent and Assistant’s calendars
Send out birthday cards to past clients
Send out personal note to clients once they close
Make sure closing gifts are ready prior to closing