Real Estate Secretary Job Description

Real Estate Secretary Job Description

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Real estate secretary provides real estate, geographic, and economic/demographic investment research and data gathering to support the overall investment strategy.

Real Estate Secretary Duties & Responsibilities

To write an effective real estate secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included real estate secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Acquire knowledge in field of residential property management - competitors, pricing, overall market intelligence
Dealing with a number of senior clients and various investment and marketing meetings
Extensive loan document production
Assembling loan packages
Preparation of closing binders and attending to post closing matters
Opening and closing of new files
Management of the billing process for clients from time entry to final bills
Preparation of closing binders and attend to post closing matters
Creates & maintain documents, spreadsheets, presentations, and listing files
Creates and distributes letters, memos and other general office correspondence

Real Estate Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Real Estate Secretary

Typically a job would require a certain level of education.

Employers hiring for the real estate secretary job most commonly would prefer for their future employee to have a relevant degree such as Collage and Associate Degree in Associates, Legal, Business/Administration, Education, Technical, Computer, Communication, Management

Skills for Real Estate Secretary

Desired skills for real estate secretary include:

Investment
Key administrative processes and procedures
Real Estate investment environment advantageous
Field of residential property management - competitors
Overall market intelligence
Pricing
Processes and procedures
MicroSoft Office
Procedure
Department policy

Desired experience for real estate secretary includes:

Spanish mother tongue with fluent English
Minimum of 2/3 years experience in secretarial role
Relevant secretarial qualification advantageoux
Assists with the expense sheets for Manager's approval
Compiles competitive brokers' sales figures on a regular basis
Helps Sales Associates with processes and helps with new Sales Associates orientation

Real Estate Secretary Examples

1

Real Estate Secretary Job Description

Job Description Example
Our innovative and growing company is hiring for a real estate secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for real estate secretary
  • Provide highly professional support for the partners and allocation
  • Organisation of extensive internal and external meetings, lunches, dinners
  • Produce high quality PowerPoint presentations where necessary
  • Ability to format high level complex documents in Word
  • Global travel arrangements for members of the team
  • Working as part of the Real Estate Tax secretarial team
  • Maintain contacts system on Outlook and SMARTnet at regular intervals
  • Providing cover for and assistance to other secretaries as required
  • Agenda production and meeting preparation where necessary
  • Liaise with external contacts/client groups on behalf of partner
Qualifications for real estate secretary
  • Two years of general administrative/clerical experience preferred
  • Familiarity with graphic presentation software preferred
  • Demonstrate a flexible approach to meet the needs of the Co-Head
  • Manage all incoming mail and distribute / action as appropriate
  • Pro-active inbox management, highlighting emails to Co-Head with actions required or responding on his behalf, where possible
  • Effective and regular management of inbox filing
2

Real Estate Secretary Job Description

Job Description Example
Our company is looking to fill the role of real estate secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for real estate secretary
  • Provides backup to Receptionist as necessary
  • Creation of printed materials to include reports, memos, and presentation
  • Assist with updating social media accounts such as Facebook and Instagram
  • Extensive diary and email management
  • Acting as point of contact for executives
  • Arrangement of domestic and international travel
  • Supporting internal events and team off site meetings
  • Dealing with direct report to the Global Head including various real estate team heads in the different local offices
  • Management of both paper and electronic filing
  • Ad hoc administrative duties such as monthly expense claims and co-ordination of and working with other secretaries as required
Qualifications for real estate secretary
  • Pro-active management of travel, ensuring the most appropriate method of travel is booked and travel itineraries are prepared
  • Check-in for flights and ensure seat selection has been identified
  • Pre-book airport parking if cost effective
  • Prepare travel visas as and when required
  • Ensure both visa and cash expenses are processed on a monthly basis and cash advances are cleared as early as possible
  • Record all gifts and hospitality given and received on Compass system
3

Real Estate Secretary Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of real estate secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for real estate secretary
  • Assist with marketing for open units, creating materials, performing outreach
  • Coordinating showings with prospective tenants
  • Assisting in any activities to lease vacant units
  • Facilitate rental applications, leases, and all paperwork associated with rentals
  • Data entry as required with current and prospective tenants
  • Provide follow up and assist in closing
  • Processes, organizes and maintains files
  • Answers phone calls, redirects calls, and takes messages
  • Creates and distributes letters, memoranda, and other general office correspondence as necessary
  • Greets visitors, answers inquiries to create a welcoming environment
Qualifications for real estate secretary
  • Highlight any team expenses that need approved
  • Ensure that requests for approval / signature are highlighted and dealt with in an effective and timeously manner with minimal interruptions, where appropriate
  • Book meeting rooms and ensure necessary catering / equipment requirements are in place
  • Organise conference calls / video conferences and ensure all parties have relevant details
  • Organise attendance at conferences and ensure all travel plans are in place
  • Assist in the co-ordination of client events and ensure all necessary arrangements are in place
4

Real Estate Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of real estate secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for real estate secretary
  • Manages communication including emails and phone calls
  • Day-to-day administrative agenda
  • Formatting documents in Word / Excel / Power Point
  • Back up for reception desk
  • Liaise with other PAs both internally and externally to ensure alignment of appointments and priorities
  • Undertake delegated work and projects as requested and provide assistance on ad hoc requests
Qualifications for real estate secretary
  • Provide an effective typing service (email / letters / reports / presentations)
  • Raise requisitions on P2P system and follow-up to ensure authorisation and payment have been processed
  • Manage all subscriptions through the Prenax system
  • Assist with organisation of mid and end year business planning sessions including
  • Meet and greet external visitors to the office
  • Work closely with the Real Estate Support Team and provide support and cover during busy periods / holidays / sickness
5

Real Estate Secretary Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of real estate secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for real estate secretary
  • Strong interpersonal skills, ability to build and maintain relationships with senior executives, clients and suppliers
  • Attention to detail and willingness to see tasks through to the end
  • Constantly exercise confidentiality, discretion and personal sensitivity in all aspects of the role
  • Five (5) years of previous experience at an administrative / senior level required
  • Ability to anticipate needs the Executive and other professionals in the department
  • Ability to work independently and make job-related decisions within authorized limits being part of a support team environment
Qualifications for real estate secretary
  • Minimum of 2/3 years’ experience in PA or similar role
  • Relevant secretarial qualification advantageous
  • Ability to liaise confidentially with all levels of parties from both internally and externally
  • Ability to prioritise a very heavy workload and work effectively under pressure
  • Advanced IT skills to include MS Word, Excel and Power Point essential
  • Must have an adaptable, keen and flexible approach

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