Business Manager
BOLD Marketing Team at Coldwell Banker Realty
My primary objective, as a licensed real estate business manager, was to fulfill three key roles to ensure that the business ran smoothly and efficiently; and that all agent activities were limited to growth activities.
1. Business Manager
- Managed administrative systems and processes of the agent’s business to promote a productive workflow
- Developed and managed all systems for sellers, buyers, and office/business administration
- Managed multiple email inboxes, calendars, and to-do lists for the lead agent, the general business, and myself
- Created a weekly, four-page, 11×17, property report for our team meeting that included all pertinent information for the team’s withheld, prospective, active, pending, and pending to-be-built properties
- Ensured that all administrative and operational systems and processes were efficient, making revisions as needed
- Created invoices; managed accounts receivable and invoices to be paid by the client at closing; and ensured collection of commissions
- Processed accounts payable, team commission checks, and non-auto payroll twice per month
- Calculated the commissions for each team member each payday and tracked them in a spreadsheet
- Recruited and scheduled agents to hold open houses at active properties and developments.
- Developed and maintained client and vendor relationships and served as the first point of contact in handling customer and vendor inquiries and/or concerns
- Developed and maintained all digital filing systems including listing/purchase contracts and documents, legal, financial, vendors, training/education, forms, and archives
- Informed and updated the agent regarding any problems or issues that need to be addressed
- Maintained the agent’s schedule/calendar
- Managed the contact/client database
2. Listing Manager (Listing to Contract)
- Oversaw all aspects of seller’s listings from initial contact to executed purchase agreement
- Researched online property profiles and previous multiple listing service (MLS) listings
- Prepared listing contracts, forms, disclosures, and net sheets and obtained other necessary documents and signatures
- Entered (and updated) each listing into the MLS and ShowingTime. Added disclosures and other documents specific to the listing such as TISH reports and HOA docs
- Entered all public and broker open houses on the MLS
- Held open houses as needed
- Hired vendors and service providers, such as plumbers, electricians, flooring installers, window cleaners, and home cleaners
- Ordered signage and home warranties
- Coordinated with the sellers to obtain the keys, install the lockbox, and obtain access requirements
- Established digital files for each property/client
- Set up a digital task management project with all tasks and due dates for each seller
- Communicated with sellers regularly about the status of their listing, the selling process, the next step(s) in the process, and any items/services/signatures needed
- Submitted all contracts and documentation to the office broker for file compliance
- Entered and updated all necessary information into the client contact database and transaction management systems
3. Transaction Coordinator (Contract to Close)
- Oversaw all aspects of buyer and seller transactions from executed purchase agreement to closing
- Prepared and processed offers/purchase agreements; amendments; buyer representation contracts and paperwork; disclosures: and other necessary forms. Reviewed all paperwork for accuracy and completion. Obtained other necessary documents and all signatures
- Consulted with and coordinated vendor services, such as title companies/attorneys, lenders, inspectors, home warranty services, repair services, and cleaning services to ensure that all services were performed in a timely manner and the transaction closed on schedule
- Sent TrustFunds earnest money requests to the buyers or communicated to listing agents on how to send the earnest money
- Communicated with the sellers on how to prepare for the buyer’s inspection
- Communicated with the buyers on what to expect during the buyer’s inspection process
- Set up a digital contract to close files for each buyer
- Set up a digital task management project with all tasks and due dates for each buyer
- Acted as an intermediary between the buyers and the listing agent or between the sellers and the buyer’s agent, ensuring that all required forms and documents were signed and received from the other party in a timely manner and that all repairs had been completed and receipts received
- Acquired specialized documents from the city, county, and/or state, when requested or applicable and required for closing
- Communicated with the buyers regularly about the status of their purchase, the buying process, the next step(s) in the process, items that they will want to take care of before they move, and any items/services/signatures needed
- Communicated with sellers regularly about the status of their offer, the selling process, the next step(s) in the process, items that they will want to take care of before they move, and any items/services/signatures needed
- Educated clients on the selling and/or buying process; the contracts, disclosures, and other forms; and real estate and lending terminology, as needed
- Provided clients with helpful resources such as moving checklists and city guides
- Researched and provided buyers with the phone numbers and/or website links for their new city to start services, such as USPS mail forwarding, gas, electricity, water, sewer, trash, recycling, telephone, internet, cable, etc.
- Provided sellers with a website link to USPS for mail forwarding and a reminder to stop services on the day of closing for gas, electricity, water, sewer, trash, recycling, telephone, internet, cable, etc.
- Submitted all contracts and documentation to the office broker for file compliance
- Scheduled and coordinated the final walk-through and the closing process
- Reviewed the Settlement Statement, prior to closing, for any possible discrepancies and reported any necessary changes to the title company/attorney
- Entered/updated all necessary information into the client database, the transaction management system, and the calendar during the transaction and post-closing
- Provided post-closing customer service follow-up
View, Download, or Print Lisa Boerum’s Resume
Executive Administrative Assistant
Real Estate – Marketing – Technology
Office & Business Management
Web Design, Development, & Management