Job description

Who are we?

The Jack Coden Group is the number 1 group for Keller Williams Miami office for the past 14 years in a row. Our mission is to provide the premier customer service experience for each home seller and home buyer we work with. Knowledge we’ve gained through years of working in the local market empowers us to provide our home buyers and sellers with the advice they need to make informed decisions. Whether it’s selling a home, searching for a home, or negotiating a contract, each member of the Jack Coden Group is an experienced real estate professional who applies their expert skills to each step of the process to help each client achieve an outstanding result.

Who are we looking for?

The Transactions Manager is an individual who is willing and able to earn the right to be a manager for this department. This person relishes the opportunity to build, implement, and manage multiple systems with minimal supervision. The Transactions Manager is deeply committed to completing tasks the right way with a high degree of quality, attention to detail, and consistent communication. This person has immense focus and can do one thing for a long time without getting distracted. This individual may exhibit some drive and desire to influence; however, the overriding marker of his/her behavior is persistence and stability.

A Transactions Manager is deeply committed to supporting the lead agents in achieving greater levels of success, and to growing his/her own skills and developing into a supportive leader within the team. As the success of the team grows, this individual will be responsible for hiring, training, and leading additional team members to ensure all administrative tasks of the lead agent’s business continue to be completed to high standards with maximum efficiency.

What will you do?

Transaction coordinating

· Important dates

· Following up with all deadlines

· Making sure everyone is in communication regarding file up to closing

· Ordering closing gifts, updating Boomtown regarding closing gift

· Closing listing in MLS.

· Processing all transaction through Command, including entering all commissions and making sure all paperwork is in order.

· Making sure checks are received

· Maintain good communication with all parties

· Maintain deadline calendar

· Make sure our transaction totals match Kws transaction totals

Jackcodengroup@gmail.com emails:

· Go over these emails on a daily basis and be on top of any offers received or important emails received as this is our main emails, all leads, offers, questions, etc come to this email. I also check this email over the weekend in case we get offers over the weekend.

Listings:

· Preparing listing agreements

· Scheduling pictures…sometimes

· Getting pictures from photographer and downloading them in our shared drive

· Entering listings in MLS or Flex mls.

· Price change, edits, etc

· Coordinating for key pick up, etc

· Order sign posts

· Submitting information to KW

· Do some counters with the agents that submit offers

5225 number calls:

· Answer all calls during office hours, capture leads that come through this line and give to the agents

Marketing:

· Update Susan with new listings, and new information for marketing

· Get any and all information Susan needs

· Get cashier’s check for the Post Office

· Maintain KWSL,

· For Zillow, claim anything that closes as sales, otherwise, they will not appear in Zillow as our sales.

· Coordinate in advance all marketing efforts, update MLS listings with Open houses

· Need to verify all new listings are appearing correctly on Zillow, etc

Systems: SOP’S .

· Boomtown, enter any new agents, ISAs, etc. Make sure they are set up correctly and they have the right access. If there are issues, contact Boomtown and see about it

· Gmail, add/remove new emails as people come and go in the team, reset passwords, etc as needed

· Zillow and other websites, if any problems come up, contact them make sure things are up to date.

· Directly communicate with ISA dept

· Create a board / spread sheet in the office with what is incoming and what is under contract

· Create a budget sheet for each listing/ and a check list/

· Alicia to update and make boomtown very up to date with past clients.

· Update the profile for each customer

· Check with the agents for any new leads for the week.

· Stay in tune more with the neighborhoods / how can we be more involved/ Halloween parade belle meade

· Stay on top of renewal leases and make the initial contact if they want to renewel or not

Coordinate anniversary cards and special visits

Mondays – coordinate open houses

All marketing planning ahead and budgeting for each electronic add

Input leads from the open houses

- Work on projects like the pie project and other projects for our best clients

Knowledge/Skills

· Strong written and verbal communication skills

· Is brutally honest and loyal

· Is a fast learner

o Enjoys a busy pace & handles stress well

o Can prioritize work-is organized and can set weekly goals and stick to them

o Can set daily schedule & stick to it

o Is dedicated & can observe confidentiality

o Is a self-starter, highly motivated, enthusiastic & a take-charge person

o Has excellent typing and computer skills

o Has good poise & people skills and is not easily intimidated

o Is happy, with a positive attitude, and a good sense of humor

o Is a fast learner with a quick mind, and is willing to work hard and smart

· Exceptional organizational and project management abilities

· Great ability to focus

· Concerned about doing things the right way

· Calm under pressure

· Learning based

· Service-based attitude

· Proven ability to succeed

· High school graduate

· Bachelor’s degree preferred but not required

· Real estate license preferred but not required

· 1–3 years of service and management experience preferred but not required

· 3–5 years of administrative experience preferred but not required

· Spanish speaker preferred but not required

Job Type: Full-time

Pay: $40,000.00 per year

Physical setting:

• Office

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Miami, FL: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• administrative experience preferred but not required: 3 years (Preferred)

License/Certification:

• Real Estate License (Preferred)

Work Location: In person

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