Common Real Estate Administration Tasks

It is most common to have an unlicensed administration assistant. But it is extremely important that this person does not engage in activities that require a real estate licence. A licensed assistant will be able to perform a larger variety of tasks; however they will also require more compensation to do.

Most teams use unlicensed administration staff and leave tasks requiring a licence to their buyer and listing agents.

Here are some tasks that your administration staff can complete (courtesy of Sue Styles – http://www.maximizedresults.com/):

  • Answer all phone calls and delegate as required.
  • Prepare listing presentation materials.
  • Input new listings into the system and follow the listing checklist.
  • Print feature sheets and take to new listings.
  • Handle phone calls and emails as a priority throughout the day.
  • Print anniversary letters and mail to past clients.
  • Forward all sign calls/leads to agent.
  • Set up buyer showings as requested.
  • Monthly mass-email newsletter or correspondence.
  • Periodic mail outs – unaddressed / addressed ad mail.
  • Manage supplies at office, order new supplies as needed.
  • Co-manage the contact database.
  • Co-manage listings/buyers files.
  • Handle couriers.
  • Run errands as required.
  • Prepare marketing material and send out as directed.
  • Push weekly social media/blog.
  • Process all real estate transactions and follow appropriate checklists.
  • Co-manage signs, lockboxes, and key inventory.
  • Liaise with lawyers, lenders, clients and other agents as required.
  • Assist with staging.
  • Call leads and database for listings and referrals.
  • Plan client events.
  • Attend events with Realtor.
  • Review, revise current duties and systems.
  • Take ongoing education.
  • After hours work calls/emails.
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