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Palm Beach Advisory/Compass

Job Description For Operations Coordinator

 

Overview: Palm Beach Advisory is seeking an enthusiastic, highly responsive, and motivated individual to join our team. The operations coordinator supports the productivity of both the Principal and Director or Operations in the day-to-day management of the business, including serving clients, tracking business productivity, assisting with marketing and events, and aiding other team members. The ideal candidate takes pride in the quality of their work, and has a “FIO”(figure it out) attitude. This is an excellent opportunity to contribute to the growth and success of an organization while developing along with it.

 

Qualifications:

  • College degree (Preferred)
  • Skilled at Google Suite, Apple Suite, Microsoft Suite, DocuSign, & Adobe Acrobat
  • Adaptable to new technology such as client relationship managers, Multiple Listing Service (MLS), financial tracking and other technologies
  • Excellent oral and written communication skills
  • Strong organizational and time management skills required to asses, prioritize, and multitask in an environment where frequent interruptions occur 
  • Systematic thinker who spots inefficiencies and generates scalable solutions
  • Exacting attention to detail and completes tasks with a high level of accuracy
  • Highly responsive and motivated to work with enthusiasm without needing significant oversight or the help of others 
  • Strong interpersonal skills

 

Client Service Duties:

  • Passionate about client care and customer service so as to maintain the goodwill and reputation of the entire team
  • Able to empathize and build relationships with a variety of personalities
  • Highly responsive in managing phone and email communications
  • Promptly respond to client needs with enthusiasm and friendliness 
  • Accurately present Palm Beach Advisory’s unique value proposition to prospective clients and appropriately handle and overcome objections
  • Knowledgeable of the current Palm Beach/West Palm Beach real estate market conditions
  • Stay informed about recent educational information and advertising promoted by PBA

 

Tracking the Business:

  • Responsible for all financial systems, deal submission, expense tracking, & compliance 
  • Maintain internal record of client reviews
  • Implement quality controls where needed

 

Management Duties:

  • Develop and oversee systems
  • Research and develop new ideas to reduce inefficiencies and improve business 
  • Assist in growth initiatives, such as developing new business tools, ideas, and materials
  • Forecast future growth and systems or structures needed to increase business 
  • Manage day-to-day office operations
  • Engage in training and education as directed
  • Adhere to local, state and federal laws regarding real estate brokerage services

 

Database and Information Management:

  • Add client/prospect information into CRM along with documented notes
  • Provide reminders and send cards, gifts, etc for sale/purchase anniversaries, birthday’s, etc.
  • Verify accuracy of database entries and eliminate duplicates
  • Obtain client birthday, child, and pet information 
  • Keep client information up to date
  • Administer client milestone acknowledgement program
  • Update electronic files with current naming conventions 
  • Log all client interaction into the CRM
  • Maintain client files
  • Maintain business records

Team Support:

  • Schedule appointments, manage calendars, and coordinate agent showings
  • Create weekly/biweekly seller reports.
  • Function within the Multiple Listings Services (MLS) platform, such as creating MLS portal searches for clients, conducting comparative market analysis, and maintenance of listing data
  • Assist with real estate files and paperwork
  • Timely oversight of the transaction process to ensure all steps are followed
  • Maintain list of preferred vendors and client resources
  • Work with all preferred vendors as a secondary liaison - such as photographers, stagers, inspectors, title company, etc - to get sales to a successful closing
  • Obtain feedback from other agents and communicate findings with the agent/client
  • Assist with open houses
  • Deliver, install, and retrieve signs and lockboxes at listings
  • Prepare listing presentations and buyer packets
  • Complete errands and deliveries to support owners
  • Assist with marketing events, materials, and client activities 
  • Coordinate purchase and delivery of closing gifts
  • Address agent needs to limit disruption to business owners

 

Hours, Compensation, and Location: This full-time position that involves 40+ hours per week with the potential for future growth. You’re expected to work from the Palm Beach office M-F 9am to 5pm daily. Additional remote support/on call availability required remotely after hours and weekends.

Pay: Competitive salary based on experience with potential for performance bonus. 

Reports to: Principal & Director of Operations