Job description

About us

Our company is a small business in Eugene, OR. We are professional, agile, customer-centric and our goal is to Impact people while they are considering buying or selling real estate.

Our work environment includes:

• Modern office setting
• Food provided
• Growth opportunities
• On-the-job training
• Lively atmosphere

EXECUTIVE COORDINATOR

** These job duties will not be expected all at once, you will be ramped up depending on your skills & abilities.**

· Executive Coordinator

o Manage Tim’s email

§ Responds on behalf of Tim as appropriate

§ Identify items needing Tim’s attention and schedule review time

§ Delegates tasks and timeline to team members; follow up on completion of task

§ Provide daily overview of all communications

o Manage Tim’s schedule

§ Print Schedule daily; determine/assign theme days/print daily call lists for theme day calls

§ Schedule call these day call blocks around appointments.

§ Review calendar in advance for scheduling conflicts, overbooking, etc.

§ Prior to client meetings ensure all items needed are prepared & finalized.

§ Ensures next day appointments are confirmed

§ Provide gatekeeping of all 3rd party requests for meetings/calls with Tim.

§ Schedule face to face appointments with Top 50 or business contacts.

§ Book flight and hotel accommodation as needed for personal & business trips & coordinate with family members for travel accommodations.

o Manage Tim’s Client databases

§ Ensure accuracy of all contacts

§ Ensure Top 50 lists are full and All About You form information is complete.

§ Run Thank you, Anniversary, Birthday and gifting programs

o RE-Align Coaching Coordinator

§ Schedule all coaching calls on Tim’s calendar as needed

§ Review homework; check accuracy

§ Submit all required coaching forms on google drive.

o Help with Tim’s forms

§ In charge of Success Tracker and Lead Trackers

§ Manage Incoming Leads. Add to FUB, success tracker, lead tracker.

o Marketing Management

§ Coordinate and Run the Marketing Calendar

§ Ensure Deadlines are Met for Farming Cards, Invites, Events and Social Media

§ Print and mail Evidence of Success & Letter from the Heart letters Monthly

o Receptionist (Shared function)-Aid with Answering The Phones

· Team & Client Event planning

§ Attend Team Meetings

§ Plan and Coordinate Monthly Happy Hours

· Two Happy Hours per month held at Blue Mist

· Coordinate with Blue Mist

§ Special Events Coordination

· Holiday Events

· VIP Client & Business Partner Events

· Seminars

§ Aid with Planning Team Building events

§ Coordinate Business Prospect and Business Referral Relationships Meetings, Events

§ Coordinate Video Client Testimonials

§ Social Media – Ongoing updates

· Linked In

· Aid with Blog Posts as Needed

· Website updates as Needed

· Ensure Zillow is up to Date Bi-Monthly

· Video Email Blasts Created and Sent (Tim speaking)

§ Help create Goal Boards for the Team

§ Maintain Monthly Goals Statistics

§ Aid with other Projects/Initiatives as Necessary

§ General Team Support

§ Manage Team Vacations, Sick Days etc.

o Buyers

· Schedule appointments for showings when necessary and asked to

· Follow up with my feedback to listing agents when needed or asked

Tim Duncan Real Estate – Unlicensed Personal Assistant/Executive Coordinator

Tim Duncan Real Estate is a premier real estate team in Lane County. Formed by Tim Duncan, our team is one of the top teams in our area and consistently ranks in the top 15 of all Realtors in Lane County, with over 80% of our sales coming directly from referrals and repeat clients.

At this time we have an opening for an unlicensed personal assistant. Professional and positive attitude and willingness to learn is a must.

The role of the unlicensed personal assistant is to help manage the day to day aspects of our operations. This person is responsible for scheduling, processing, answering the phones, maintaining the databases, coordinating, and printing mailings to past clients, farms and bulk mailings, inventory, outsourcing, scanning, postage, office errands to the bank, Staples, post office, misc. errands for Tim, etc. and supporting our flowchart and business plan.

Duties include, but are not limited to…

9:15 am daily team meeting with Tim

Maintain and update a current list of all prospects, clients, and customers

Be prepared every day

Daily Priorities

Maintain team schedules in oulook calendar

Maintain and print daily Power Hour Call Logs for Tim

Consistently keep coaching forms updated.

Confirm all appointments for the next day

Update and manage team calendars

Buyers

Schedule appointments for showings when necessary and asked to

Follow up with my feedback to listing agents when needed or asked to

Follow through on buyer questions, due diligence as requested by Tim or buyers.

Weekly Priorities

Schedule face to face appointments with Top 50 or business contacts

Anniversary and birthday cards sent weekly

Aid with coaching homework and forms-Lead Tracker and Greatness Tracker

Look for outbound relocations, “current client referrals”

Maintain office supply and sign inventory; food, snacks, water, ect.

Manage team Facebook page-obtain client “likes”, post to Facebook

Manage/maintain Tim’s LinkedIn page

Monthly

Schedule and plan monthly Happy Hours

Print and Mail Letter from the Heart or Evidence of Success cards/letters

Manage Marketing and Event Calendar

Manage/create farming databases and manage monthly farming mailings

Generate Referrals from the clients in process VERY IMPORTANT

The ideal candidate would be experienced in closing residential real estate transactions. This is not an “outside” sales position. This is a “sit at the desk all day”, talk to clients, manage schedules, etc. You will be provided with all the tools necessary to achieve our mutually stated goals.

The ideal candidate will be able to handle phone calls and emails to clients constantly. The ideal candidate will have experience using Microsoft programs, Canva and other computer skills.

We have set office hours and paid vacation for full-time employees. We offer an insurance stipend at the end of the 90-day probationary period.

Professional appearance, attitude and work ethic are a must.

Candidates are subject to a criminal background check and a credit check.

Task oriented, good communication skills; detail oriented, fast paced environment and team oriented. We expect to sell 5 homes or more per month every month.

Performance Reviews will be set at 30, 60 and 90 days after hire.

If you are interested in and meet or exceed the requirements listed above, I invite you to submit a resume with references and salary history. If you have been a practicing Realtor, please provide evidence of your closed sales.

Thank you.

Tim Duncan

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Work Location: One location

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