Looking for Director of Operations
for Growing Luxury Real Estate Company
in the East Valley
Shanana Day Team
Keller Williams Realty East Valley (AZ)
Job Description
WHO WE ARE LOOKING FOR:
- The Director of Operations requires a strong, steady presence and is someone who can think, operate and make decisions at a leadership level. This person has excellent communication and writing skills, a very efficient work pace, is an independent thinker, a true team player and a natural self-starter who understands the ins and outs of the multiple channels of reaching, connecting and serving clients, customers and teammates.
- The right candidate has strong organization skills and can handle multiple real estate related tasks at once with finite attention to detail and accuracy.
- The right candidate wants to be a part of – and grow with – a team dedicated to improving the lives of everyone we touch.
- This Director has excellent and diverse computer skills, a flexible schedule, and is results oriented. He/she strives to assist, train and motivate people. This person thrives working independently on running client transactions, real estate projects, client outreach via telephone, snail mail, social media, pictures and video.
- Bachelor’s degree preferred and significant real estate experience is required.
GOALS:
- To help the Lead Agent increase business
- To help the Lead Agent decrease expenses
- To assist the Lead Agent in developing clients for life
- To keep Lead Agent on track
- To monitor goals
- To handle/monitor administrative duties
- Oversees all contracts through closing
- Create and maintain an operations manual that documents all systems and standards
- Pull all non-income producing tasks off of Lead Agents plate
- Create and improve systems for capturing & nurturing leads & clients, and all processes throughout the closing processes and after closing.
- Create, monitor & improve systems for marketing listings & non-MLS properties
- Prepare PR materials and determine best use for implementing PR for Team
WHAT WILL YOU DO?
The Director of Operations builds, implements, and manages all systems for sellers, buyers, lead generation, information management, and back office support including transaction coordination, internal communication, client communication, financial management, information management, central database management and marketing.
- Leading the operations of the Team to productivity and performance excellence
- Assisting Team executives in the development of company strategy and leading it’s implementation
- Database Management – Working with the Team agents to capture, catalog and coordinate client information, needs and services, manage drip campaigns
- Manage listing marketing campaigns (launch, price reductions, open house schedule)
- Create weekly reports for listings – pull all the reports for our listings to share with Sellers weekly (i.e., market activity and showing reports for area)
- Be the first point of contact for handling customer inquiries or complaints
- Keep the lead agent informed regarding any problems or issues that need to be handled
- Responsible for hiring training, consulting and holding accountable all additional administrative team members
- Training Team administrative staff to support Team agents
- Setting up files, managing client and vendor databases and implementing client outreach programs
- Coordinating client communications and implementing after-the-sale contact systems
- Assisting in the development of marketing campaigns and implementation of campaigns for multiple channels, including print, email, telephone and video campaigns
- Implementing social media campaigns, including Facebook, Instagram, Twitter, Linked-In, YouTube and blog posts, to increase fan base/following
- Oversee Craigslist, Visual Shows, Brivity, Adwords, Facebook ads and the like.
- Organizing client and Team events to enhance the Team’s sense of community
- Revise systems to increase efficiency & reduce expenses
- Assists as needed in documenting the systems of other departments, including customer service, buyer, seller, lead generation, tracking and expansion systems.
DAILY MUSTS:
- Review & consult regarding Lead Agent’s daily schedule
- Handle all incoming phone calls & emails
- Manages 80% of the items on Lead Agents Plate that is non-income producing tasks.
- Keeps all files neat and orderly (transaction files, marketing files, team files, photo files)
- Fill out Daily Meeting form at the end of the day
- Communicate with Lead Agent, Director of Lead Generation, Director of Sales and Director of Expansion
- Go through each active file folder
RESPONSIBILITIES:
- Leads/motivates/trains administrative department members
- Handles all incoming phone calls & emails in a timely manner
- Customer/Vendor relations
- Prepares/sends all packages - Pre-list, FSBO, Listing and Buyer consultation folders
- Keeps all files neat and orderly
- Monitors and follow up on all sales/escrows/closing files
- Maintains business supply inventory
- Sends out Farm mailings quarterly
- Follow up letters to all clients
- Post new listings on office board
- Monitors weekly, monthly and yearly goals.
- Monitors all marketing (website, print, social media)
- Update all clients’ records in the computer
- Responsible for all data entry and reports
- Responsible for all correspondence
- Asks personal people farm for referrals for the agent
- Maintains and improves Office Policy and Procedure Manual
- Responsible for recruiting, hiring & training new staff members
- Attends Team training & Team meetings, office meetings (as necessary)
PRE-LISTING CLIENTS:
- Pre- Listing Package deliver or send
- Call Seller Confirm date / time
- Property tax assessor information sheet
- MLS Input sheet – filled out and highlight missing / needed information
- Find EDDM Route & order Just Listed Postcards & Deliver
- Prepare all documents for listing presentation (marketing materials, CMA, Plano’s, Listing & MLS forms)
- Order “Seller” Home Warranties for each new listing
LISTING CLIENTS:
- Prepare a New Client File in database and Brivity
- Monitors and follow up on all listings
- Submit proper information and photos to MLS.
- Photos and text to Realtor.com and group web site
- Order “for sale” sign, sign riders & lockbox. (Communicate with seller to get key in box)
- Coming Soon or Sold Riders Up
- Email MLS print out to seller
- Email new listing to top 25 agents
- Prepare all mailings, design and mail farming postcards & Just Listed postcards
- Run errands: office products, bank, post office, signs, lockboxes, pre-listing packets (if needed)
- Schedule listings and advertising for caravan and open houses
- Attend realtor tours for Lead Listing Agent’s Listings
- Prepare CMAs for new listings, or for price reductions or appraisals
- Send thank you letters…many to choose from! Holiday cards, etc.
- Schedule showing appointments
- Send weekly/monthly report to sellers
- Incoming and outgoing mail
- “Thank you letter” to seller
- Make appointment to take pictures and Virtual tour
- Open houses – advertise & schedule agents, organize and keep track of signs/flags
- Send Just Listed cards
- Email Just Listed cards
AFTER OFFER IS EXECUTED:
- Put up “Sold” sign, change MLS to Pending or UCB, UCCB
- Send “So Now That You Are In Contract, What’s Next” link
- Prepare greensheet & send Commission Distribution Agreement to title company and agent
- Watch Timelines for Inspections, Appraisals, Disclosures, Signings & Closings
- Prepare and Negotiate Buyer Inspection Notice Seller Responses (BINSRs)
- Prepare comps and explanations for appraisers if necessary
- Prepare Closing File and submit to broker for review
AFTER CLOSING:
- Report Sold to MLS
- Remove lockbox
- Remove sold sign, open house signs & flags
- Email Just Sold cards
- Mail Just Sold Postcards
- Send Thank you for working with our Team letter and gift.
- Thank you letter to other agent
- Thank you letter to Lender & Escrow Officer
- Put in Anniversary File
- Client Survey Sent and Received
- Call Just Sold
- Remove from Internet
- Change website to Sold – remove ads were necessary
- Forwarding Address
BUYER CLIENTS:
- Prepare a New Client File
- Research & pull up homes in MLS
- Prepare showing route
- Schedule showing appointments & confirm with buyer
- Assist Buyers agents in writing/negotiating offers into contracts
AFTER BUYERS OFFER IS EXECUTED:
- Send “So Now That You Are In Contract, What’s Next” link
- Prepare greensheet & send Commission Distribution Agreement to title company and agent
- Watch Timelines for Inspections, Appraisals, Disclosures, Signings & Closings
- Prepare and Negotiate Buyer Inspection Notice Seller Responses (BINSRs)
- Prepare comps and explanations for appraisers if necessary
- Prepare Closing File and submit to broker for review
- Make copies for clients/ Showing Agent
- Make any follow-up calls
- Congratulation Letters for buyers
- Call clients and introduce procedures/what to expect
- Monitors and follow up on closing files with ___
- Attend Closings
- Send Thank you for working with our group letter and gift.
- Client Survey Sent and Received
DETAILED TASKS INCLUDE:
- Prepare all mailings, design and mail farming postcards & Just Listed postcards
- Run errands: office products, bank, post office, signs, lockboxes, pre-listing packets (if needed)
- Schedule listings and advertising for caravan and open houses
- Attend realtor tours for Lead Listing Agent’s Listings
- Prepare CMAs for new listings, or for price reductions or appraisals
- Send thank you letters…many to choose from! Holiday cards, etc.
- Schedule showing appointments
- Send weekly/monthly report to sellers
- Incoming and outgoing mail
KNOWLEDGE/SKILLS:
- Excellent time management skills
- Detail oriented
- Be a team player
- Strong written and verbal communication skills
- Exceptional organization 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
- Growth focused
- MS Office (Word, Excel/numbers, google drive, ical, contacts, powerpoint/pages, )
- MLS Systems, database management, broker file management
- Marketing skills a definite plus
- Bachelors degree preferred
- Real Estate License required
- 1-3 years of service and management experience
- 3-5 years of administrative experience
- 3-5 years of real estate experience
NARRATIVE:
The Director of Operations is a key Empire Protector for the growing expansion empire. This Director is the master of systems, consistently seeking new, innovative, and efficient business processes that save time and money. As a key leader in the Expansion Hub, the Director of Operations increases the ability of the Hub to process transactions, freeing the Expansion Partners to focus more on generating transactions than closing them. This person relishes the opportunity to build, implement, and manage multiple systems, and is seen throughout the organization as the expert on efficiency and systems. This person exhibits a drive to use systems as a strategic tool for creating an advantage for the organization. This individual will have some ability to show patience in finding a solution, through accomplishing the objective is more important for his person than using one specific process.
The Director of Operations is deeply committed to supporting the growth of the Expansion Agent and Expansion Director in achieving greater and greater levels of success, and to growing his/her own skills and developing into a supportive leader within the organization. As the success of the business grows, this individual will be responsible for hiring, training and leading additional department members to ensure all administrative tasks of the lead agents business continue to be completed to high standards with maximum efficiency.
SEND RESUME AND A LETTER OF WHY YOU WOULD LOVE THIS JOB TO:
Shanna Day,
Shanna Day’s Team PLLC
Keller Williams Realty East Valley (AZ)
Keller Williams Salt Lake City (UT)
Send Resume: Director of Operations for Arizona Luxury Real Estate Co in East Valley
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