September 17, 2024

Ari Afshar & Associates

Panamá

FULL TIME

Real Estate Administrative Assistant

Please only apply if you have at least a C1 English Level or if you can maintain a professional conversation in English. Real estate experience is preferred. If interested please apply here or send your resume to marketing@voyagerealestate.com or glenda.aragon@compass.com
About Us:
Voyage Real Estate is a leading luxury real estate firm based in Los Angeles, recognized for its over $1 billion in career sales and its commitment to providing top-tier service throughout every aspect of the buying and selling process. Led by industry veteran Ari Afshar, Voyage is driven by a team of 25 professionals who prioritize attention to detail and client care. We are looking for a dedicated and highly organized Administrative Assistant to support the operational and client service aspects of our business.
Position Overview:
The Administrative Assistant will be a key support role within Voyage Real Estate, ensuring smooth daily operations and delivering a superior client experience. This individual will be responsible for managing documentation, coordinating property listings, producing client and operations reports, and supporting client appreciation efforts. The ideal candidate is someone who is detail-oriented, proactive, and able to manage multiple priorities in a fast-paced, remote work environment.
Key Responsibilities:
Buyer Agreement Documentation:

Prepare and manage buyer agreement documentation: Ensure that all paperwork is completed accurately and on time.
Coordinate signatures and approvals: Liaise between buyers, agents, and brokers to secure timely signatures and final approvals on all agreements.
Maintain organized records: Keep all client and transaction documents updated and stored in the appropriate systems, ensuring compliance with legal and company standards.
Track agreement deadlines: Monitor and manage important dates for agreements, ensuring that clients and agents are aware of any impending deadlines.

Listings Administration:

Coordinate property listings: Work closely with agents to ensure that all new listings are entered into the MLS and other relevant platforms correctly and promptly.
Ensure listing accuracy: Verify that all information on property listings is accurate and up-to-date, making necessary adjustments as needed.
Track listing performance: Monitor how listings are performing across platforms, and provide agents with regular updates on the status of their properties.

Client Reporting and Updates:

Prepare and send client updates: Regularly provide clients with updates on the status of their property listings, including market feedback and interest from potential buyers.
Compile detailed reports: Generate periodic reports for clients, outlining how their property is performing in the market and any suggested adjustments.
Maintain regular communication: Ensure that clients feel informed and supported by providing timely and proactive updates on their transaction progress.

Client Appreciation Coordination:

Manage client appreciation initiatives: Organize and send personalized gifts, cards, or tokens of appreciation to clients at key milestones (e.g., home purchase anniversaries, birthdays, holidays).
Coordinate with agents for special events: Work with agents to plan and deliver client appreciation events or gestures that align with Voyage Real Estate’s high-touch approach to client care.
Track and manage client engagement: Maintain records of all client appreciation activities, ensuring follow-up is conducted and clients feel valued long after the transaction.

General Administrative Support:

Calendar and schedule management: Assist agents and leadership with scheduling client meetings, property viewings, and internal meetings.
Handle communications: Manage phone calls, emails, and inquiries, ensuring timely and professional responses on behalf of the team.
Maintain office documentation and records: Ensure that all administrative records, such as contracts, invoices, and client information, are organized and easily accessible.
Assist with special projects: Provide administrative support for ongoing company projects and initiatives as needed.

Qualifications:

Proven experience in an administrative role: Preferably within the real estate and luxury sectors.
Exceptional organizational skills: Able to manage multiple priorities, keep track of important deadlines, and maintain detailed records.
Strong communication skills: Excellent written and verbal communication skills to interact professionally with clients, agents, and external partners.
Attention to detail: A meticulous approach to ensuring accuracy in documentation, reporting, and client communications.
Proficiency in software and tools: Experience with Google docs, Monday and familiarity with CRM platforms and real estate listing tools (e.g., MLS).
Ability to work independently: Self-motivated with the ability to manage tasks in a remote work setting while staying aligned with team goals.
Client-focused mindset: A proactive and personable approach to customer service, ensuring that all client interactions are positive and solution-oriented.