Job Description

About Us:

Jacobs Realtors is a full-service real estate agency with over 30 years of experience in the industry. We are passionate about helping clients find the perfect property and work tirelessly to ensure their needs are met. Whether you are looking to buy, sell, invest, or rent a property, we have the resources and expertise to help you achieve your goals.

Job Summary:

Jacobs Realtors is seeking a highly organized, proactive, and detail-oriented Office Assistant to provide direct, in-person administrative and real estate support to the CEO, Brian Jacobs. This role is crucial for ensuring the smooth daily operations of the office, with a primary focus on assisting with real estate transactions and managing general administrative tasks. The ideal candidate will be a reliable presence in the office, complementing the remote executive assistant's efforts and directly contributing to the efficiency of real estate endeavors.

Key Responsibilities:

1. Real Estate Support:

• Assist in the preparation and organization of real estate documents, including contracts, offers, listing agreements, and disclosures.

• Coordinate real estate transactions by liaising with clients, real estate agents, lenders, title companies, and other relevant parties.

• Manage and update real estate CRM databases, ensuring accurate and timely entry of property and client information.

• Schedule property showings, inspections, appraisals, and client meetings.

• Prepare marketing materials for properties, such as flyers, brochures, and online listings.

• Conduct basic property research and gather relevant market data as requested.

• Maintain organized physical and digital files for all real estate transactions.

• Handle property-related administrative tasks, including managing keys, coordinating access, and ordering supplies.

2. Administrative Support:

• Manage and maintain Brian Jacobs' daily calendar, scheduling in-person meetings, appointments, and property visits.

• Draft and proofread correspondence, emails, and other documents.

• Organize and maintain physical and digital filing systems, ensuring easy retrieval of information.

• Manage office supplies inventory, place orders, and ensure the office is well-stocked and organized.

• Prepare for meetings, including setting up meeting rooms, arranging materials, and taking basic notes when required.

• Handle incoming and outgoing mail, packages, and deliveries.

• Answer and direct phone calls, greet visitors, and manage general office inquiries.

• Perform local errands as needed, such as trips to the bank, post office, or property sites.

• Provide general administrative support to Brian Jacobs and the team as required.

Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

• Minimum of 2-3 years of proven administrative or office support experience.

• Previous experience in a real estate office or supporting real estate professionals is highly desirable.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.

• Experience with CRM software (specific real estate CRM experience a plus).

• Excellent organizational and time management skills with the ability to prioritize tasks effectively.

• Strong verbal and written communication skills.

• Exceptional attention to detail and accuracy.

• Ability to work independently and as part of a team.

• Proactive, resourceful, and capable of anticipating needs.

• High level of professionalism, discretion, and confidentiality.

• Valid driver's license and reliable transportation for local errands.

Working Conditions:

• This is an in-person role based in the company's office.

• Standard office environment with occasional requirements for local travel to properties, banks, or other locations for errands.

• May require flexibility in hours based on business needs, particularly during real estate closings or urgent administrative tasks.

To Apply:

Please submit your resume and cover letter by clicking on “Apply Now” or send it to info@jacobsrealtors.com

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