Administrative Assistant
Shannon Marti Realty Group at eXp Realty
1. Listing Manager (Listing to Contract)
- Oversaw all aspects of seller’s listings from initial contact to executed purchase agreement
- Researched online property profile and previous multiple listing service (MLS) listings
- Prepared listing contracts, forms, and disclosures and obtained other necessary documents and signatures
- Entered (and updated) each listing into the MLS and ShowingTime. Added photos; 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
- Consulted with vendors and service providers, such as photographers, sign services, and home warranty services. Coordinated these services as well as signage and access requirements with the sellers
- Established paper, digital, and email files for each property/client
- Created a virtual tour and YouTube video for some listings
- 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
- 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 and home warranty 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
- Established 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
- 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
3. Marketing
- Researched/created/wrote content for several landing pages/online profiles
- Created virtual tours and YouTube videos for select properties
- Helped in research and planning for a client appreciation event
4. Administrative Manager
- Designed, developed, implemented, and managed listing and transaction coordination systems for sellers and buyers
- 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 for listings, contracts, marketing, email, vendors, purchasing, forms, and archives
- Informed and updated the agent regarding any problems or issues that need to be addressed
- Worked on updating the contact/client database management program
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Executive Administrative Assistant
Real Estate – Marketing – Technology
Office & Business Management
Web Design, Development, & Management