Executive Assistant to Ryan Bretzel
Real Estate Agent at Keller Williams Premier Realty
Primary Objective
My primary objective was to fulfill four key roles to ensure that all agent activities were limited to growth activities – lead generation; lead nurturing and conversion; listing presentations; showing property; and negotiating contracts.
1. Listing Manager (Listing to Contract)
- Oversaw all aspects of seller’s listings from initial contact to executed purchase agreement
- Prepared all print marketing materials, such as pre-listing presentations, client service questionnaires, seller property questionnaires, property information binders for showings, and property flyers
- Researched online property profile 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 photos; photo descriptions; public and agent remarks; disclosures; property feature sheet from the seller; virtual tour links; and any other documents specific to the listing such as HOA docs and permits
- Posted and updated all listing information on the agent’s websites, blogs, social media platforms, and multiple real estate platforms
- Entered all public and broker open houses on the MLS, real estate platforms, agent websites, agent blogs, and social media platforms
- Coordinated all marketing activities, public open houses, and broker open houses with the sellers
- Consulted with vendors and service providers, such as photographers, stagers, sign services, and home warranty services. Coordinated these services as well as signage, lockbox, and access requirements with the sellers
- Established paper, digital, and email files for each property/client
- Created a virtual tour, a custom website, a custom mobile website, landing pages, web pages, a YouTube video, a property text code, a QR code, and ads for each listing
- Conducted reverse prospecting to connect with buyer’s agents and locate potential buyers with an MLS search that fits the criteria for each listing
- Communicated with sellers regularly about the status of their listing, the selling process, the next step(s) in the process, any items/services/signatures needed and recent marketing activities. Provided the sellers with links to their property’s online marketing
- Provided weekly email updates to sellers regarding the online and offline marketing and activity for their home, including property views on the leading real estate websites; number of showings; showing and open house feedback; homes in their neighborhood that are for sale, are pending, or have sold; MLS stats such as the number of client portals, views, favorites, and possibilities; current local market updates for their city; and charts and graphs presenting this information
- Submitted all necessary documentation to office broker for file compliance
- Entered and updated all necessary information into client database and transaction management systems
2. Transaction Coordinator (Contract to Closing)
- Oversaw all aspects of buyer and seller transactions from executed purchase agreement to closing
- Prepared and processed offers/purchase agreements; 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/closers, lenders, inspectors, home warranty services, repair services, and cleaning services to ensure that all services are performed in a timely manner and the transaction closed on schedule
- 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 paper, digital, and email contract to closing files
- Acted as an intermediary between the buyers and the listing agent and 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 applicable and necessary contract requirements and/or 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.
- Created a closing information summary and submitted the summary and all necessary 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
- 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 calls. Offered support to clients and asked for referrals, testimonials, and online reviews
3. Marketing Manager
- Managed the agent’s entire online presence and brand
- Researched/created/wrote content and a variety of online and print marketing materials, such as websites, landing pages, buyer and seller consultation/presentation packages, property flyers, open house flyers, virtual tours, YouTube video tours, newsletters, ads for advertising campaigns, content for blogs, content for social media platforms, call-to-actions, and a large variety of other marketing materials, with the intent to market listings, generate seller and buyer leads, convert seller and buyer leads, and create new business
- Created, updated, and maintained the agent’s websites, blogs, landing pages, and online listings and profiles on leading real estate sites, social media pages/platforms, and a variety of business profile sites
- Utilized up-to-date search engine optimization strategies to increase traffic to websites
- Regularly assisted the agent to manage and enhance the agent’s social media presence
- Helped in planning, coordinating, and preparing for client appreciation events
- Regularly obtained and posted client testimonials for websites, social media and other marketing materials
- Regularly asked clients to submit online reviews on leading social media and real estate sites
- Regularly asked clients for referrals
- Coordinated and implemented agent marketing videos and property videos on websites, blogs, social media platforms, and client database email campaigns
- Tracked and coordinated all inbound leads from websites, social media, and other online and offline sources. Reported to the agent on collected data
- Tracked and analyzed the effectiveness/return on investment (ROI) of ongoing print and online marketing strategies and campaigns. Reported to the agent on collected data
4. Administrative Manager
- Oversaw all aspects of the administration of the agent’s business
- Designed, developed, implemented, and managed all systems for sellers; buyers; contact and client database management; advertising and marketing; lead generation, follow up, and conversion; lead tracking; and all office administration
- Created and updated an operations manual documenting all systems and standards
- Ensured that all administrative and operational systems and processes were efficient and cost effective, making revisions as needed
- Maintained all financial systems including bookkeeping; ensured collection of commissions; prepared profit and loss statements; tracked costs and ROI; performed budget analysis; generated financial reports; and prepared for tax filings
- Collaborated with the agent on marketing and business decisions and the annual business and marketing plans and budget. Helped decide on the main objective and the goals and strategies necessary to implement, to meet the objective. Created and implemented monthly and weekly action plans using these strategies. Continually monitored, reviewed, and measured the effectiveness of the plan. Reported status/performance/numbers to the agent and helped decide how to revise the plan as needed
- Initiated, created, implemented, and managed a client service program based on each client’s individual needs
- Developed and maintained client and vendor relationships and served as the first point of contact in handling customer inquiries and/or concerns
- Developed and maintained all filing systems including listings, contracts, legal, financial, business planning, marketing, email, vendors, purchasing, 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
- Maintained an inventory of signs, lockboxes, showing binders, and showing message frames. Ensured that items were returned after closing
- Managed the contact/client database management program and system
A copy of my recommendation letters are available on request.
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Executive Administrative Assistant
Real Estate – Marketing – Technology
Office & Business Management
Web Design, Development, & Management