Administrative Duties

Question 1

Coordinate mail flow by scheduling and tracking direct mailings to prospects and past clients.

Answer 1

Update mailing lists by adding new prospects and making address changes as needed.

Question 2

Managing advertising production by keeping a log to ensure that advertising materials and related billing are mailed to printers and newspapers on a timely basis.

Answer 2

Proofread materials, such as advertising copy, personal letters to top clients and direct mail promotions, for content and clarity.

Question 3

Coordinate appointment schedules for open houses, listing presentations, showings, closing meetings and other appointments. An assistant can call to remind clients and prospects of scheduled meetings and keep the agent informed of changes.

Answer 3

Maintain a document log for each transaction as a way of ensuring that necessary materials are being received and filed properly.

Question 4

Act as an office manager by supervising other full- and part-time assistants and issuing progress reports as well as bookkeeping and payroll duties.

Answer 4

Run errands, such as putting up and taking down “For Sale” signs, picking up and dropping off contracts, and adding and removing lock-boxes.

Question 5

Fulfill miscellaneous administrative tasks, such as ordering stationery and supplies, accepting deliveries, screening phone calls and making copies.

Answer 5

Follow up with buyers and sellers after the transaction to solicit feedback on the transaction experience.