Job Description
PRIMARY OBJECTIVES: What are the major objectives or outcomes to be accomplished by the person in this job?
Create a meaningful customer experience by going above and beyond to keep clients informed about where we are and where we are headed at any given time during a transaction.
Create/Improve checklists and systems to create a streamlined, easy-to-follow listing process for clients, agents, and vendors.
Manage and facilitate necessary preparations and repairs by coordinating with various vendors.
Ensure that all listings arrive to the market in a timely fashion with accurate details about the home and engaging marketing to enable sellers to net the best results on the sale of their home.
Negotiate Inspection Addenda and other post-ratified terms on the seller’s behalf.
Facilitate on-time closings whenever possible.
REGULAR ACTIVITIES: What are the most frequent and essential work activities in this job?
Appointment Preparation
Check the calendar regularly to prepare listing packages for listing appointments
Make pre-appointment prequalification calls where appropriate and provide notes to agent in advance of appointment
Send pre-listing packets at least 24 hours in advance to listing appointments where appropriate
Listing Management
Engage with sellers to arrange staging and trades, keep track of timing and scheduling
Help sellers prepare their home for the market by project managing their premarket repairs as needed and being the main point of contact during the preparing for the market phase
Manage contracts and client dashboards
Find or create an easy to use and share client & agent portal
Keep Business tracker and CRM/Transaction Management System up to date at all times.
Pipeline Management
If a listing is unsigned or far out, create and manage a pipeline system to ensure these opportunities are followed up with consistently.
Marketing + Seller Feedback
Gather feedback from agents who showed the property
Reverse Prospect for agents who had clients who matched with the property
Marketing Reports compiling relevant marketing stats for clients review
Scheduling
Keep deadlines and appointments in order including contractors completing repairs, sign installs, lockbox installs, photos, and video
Communication
Check in with all clients via phone no less than once a week
Regularly communicate with listing agents on status of their transactions
Use effective language skills and deductive reasoning to communicate most effectively
Even if you believe/know that an item has been discussed over the phone or via text, update via email anyway. This keeps a better record and gives the impression of organization and listening skills.
Emails should cc Listing Agent
Never communicate bad news to a client via email first. Call first always.
A clean inbox is important to maintain, in order to not lose track of important emails and tasks.
Client Experience
Keep eyes and ears open to deliver an over-the-top customer experience through genuine warmth, personalizing touches and keeping all parties informed about where we are and what’s next
Look for opportunities for “wow” moments throughout the transaction
Documentation
Offer Collection + Reviewing
You will be responsible for responding to offers as they are received and forwarding them to the seller
In the event there are multiple offers, send and collect multiple offer forms and update the multiple offer dashboard accordingly
KW Compliance
Opportunities - add all necessary paperwork and updates statuses here to ensure timely payout of commissions and accurate reporting
Enter commissions and send to DOO to review no less than 2 weeks prior to closing
Contracts
Compile all ratified paperwork/quotes/invoices/etc as they are received.
Keep Info Sheet updated with any new information as it is received
Negotiation
Receive buyers’ requested repairs and amendments, review them with seller
Gather quotes if applicable
Collaborate with the sellers on how they’d like to respond, arrange any necessary counter-offers
Negotiate a fair and reasonable solution with the buyer agent.
Financials
Manage Reimbursable expenses on transactions through trackable systems
Manage Ruckart Renovations income and expense tracking through Quickbooks
Ensure all reimbursables are reimbursed in a timely manner
Review all closing disclosures carefully to ensure payouts are accurate
Pay contractor and trade invoices, and communicate with Director of Operations on all invoices paid.
KEY SKILLS:
Absolutely must enjoy working with people even when they are stressed or demanding. If people generally annoy you or you get flustered easily, this is not the job for you.
A can-do, jump-in, get-it-done attitude
Ability to analyze and anticipate the needs of people and situations and respond accordingly.
Extremely organized and the desire to help keep Ruckart RE team members organized
High level of attention to detail
Loves working towards group goals and celebrating group accomplishments
Excellent at building rapport
Excellent verbal and written communication skills (including email and texts) and a great verbal communicator including warm phone etiquette
Ability to follow processes
Ability to see inefficiencies in processes and make necessary adjustments (i.e. not afraid of change)
Ability to read a personality and communicate effectively in a personalized manner.
MEASURES OF SUCCESS: How do we determine success in this position?
On target live-to-the-market timelines without foreseeable* hiccups (*any transaction can have hiccups - it’s avoiding the ones we can with systems that is a measure of success)
Positive client reviews
Repeat clients/referrals
Integration between the buyer and seller side of the business by keeping entire team abreast of our listing pipeline
Higher conversion on listing appointments that need additional follow up // want to wait to list
Limited days on market, multiple offers, great terms for the seller
Files organized and easily searchable by all parties
Deadlines successfully tracked and met
At Ruckart Real Estate, we believe in serving families, not just selling homes. Success for us is knowing that our clients feel our values of Care, Commitment, and Advocacy through every step of their home selling process. As a team we are committed to facilitating an environment that enables all of us to use our strengths to support each other in our mission of delivering an over-the-top client experience.
At Ruckart Real Estate, we believe in serving families, not just selling homes. Success for us is knowing that our clients feel our values of Care, Commitment, and Advocacy through every step of their home selling process. As a team we are committed to facilitating an environment that enables all of us to use our strengths to support each other in our mission of delivering an over-the-top client experience.
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