Millionaire Real Estate Agent

Marketing & Administrative Manager

Job Description

Develops and implements systems for sellers, buyers, lead generation, contact database management, and back office support. Ensures that all systems and processes run efficiently, making revisions as needed.
Uses and maintains the MREA Operations Manual that documents all systems and standards.
Responsible for maintaining all financial systems. This includes maintaining the books, paying the bills, handling payroll, assuring the collection of commissions, maintaining the budget, and generating financial reports. Responsible for the accuracy and timeliness of all financial information.
Develops and maintains all team filing systems (listings, contracts, legal, correspondences, etc.) and computer databases. This includes making sure that all reference material and forms are available and current.
Coordinates the purchase, installation, and maintenance of all office equipment.
Serves as the first point of contact in handling customer inquires or complaints.
Responsible for keeping the team leader informed regarding any problems or issues that need to be handled.
Responsible for hiring, training, consulting, and holding accountable all lead-generation and administrative team members.

Marketing & Administrative Manager

Job Tasks

Job Tasks
Administrative Assistant (Level 2)*
Marketing & Administrative Manager (Levels 3-7)* /

P = Priority Tasks

X = Extra Tasks

FNCTNS / TASKS
Goal Setting, Planning & Leadership
Career Vision (only applicable when someone reports to you) / P
Train (only applicable when someone reports to you) / P
Coach & Consult (only applicable when someone reports to you) / P
Design Systems / P
Implement Systems / P
Review Annual/Monthly/Weekly Goals (4-1-1) / P
Maintain Planned Use of Time / P
Set Goals & Develop Plans / X
Lead Generation, Advertising, & Promotion
Contact Management (client database) / P
Lead Tracking and Coordination / P
Write & Place Advertising / P
Produce Graphics and Feature Sheets / P
Prepare Listing Packages / P
Prepare Buyer Packages / P
Maintain a File of Testimonials / P
Handle Consumer Complaints / P
Photography / X
Prepare Relocation Packages / X
Purchase Gifts & Promotional Items / X
Coordinate Community Service / X
Set up & Maintain Talking Ads (IVR) / X
Seller Prospecting & Servicing
Research the Market & Prepare a CMA / P
Prepare and Deliver a Pre-Listing Package / P
Arrange for Signs / P
Arrange for the Lock Box / P
Take or Arrange for Photographs / P
Put Information in the MLS / P

* Use this same job task list for both your Administrative Assistant (level 2) and your Marketing and Administrative Manager (Level’s 3-7). Your Marketing & Administrative Manager is still responsible for all of the above tasks; they just may be holding someone else accountable for the actual completion of some of those tasks. For a detailed look at how tasks change by level, refer to the Tasks and Functions by Level worksheet.

(continued on the next page)

Marketing & Administrative Manager

Job Tasks (continued)

Job Tasks (continued)
Administrative Assistant (Level 2)*
Marketing & Administrative Manager (Levels 3-7)* /

P = Priority Tasks

X = Extra Tasks

FNCTNS / TASKS
Seller Prospecting & Servicing (continued)
Put in or Link to Websites / P
Provide Graphic Feature Sheets / P
Update the MLS and Websites / P
Set up Showing Procedures / X
Arrange for Flyers and Marketing Materials / X
Arrange for an Office Tour / X
Provide Feedback from Showings / X
Buyer Prospecting & Servicing
Provide a Buyer Representation Packet / P
Research the MLS / X
Send Updates to Out of Town Buyers / X
Transaction & Closing Coordination
Set Up Contract to Closing File / P
Fill Out Bluesheet / P
Coordinate the Closing Process / P
Schedule the Closing / P
Confirm the Distribution Authorization (DA) / P
Insure for All Filings and Notifications / P
Provide Post Closing Information & Service / P
Coordinate Inspections / X
Arrange for Closing Gifts or Events / X
Administration & Accounting
Set Up and Maintain All Files / P
Maintain Listing Property Files / P
Maintain Contract Files / P
Maintain Archives / P
Open and Distribute Mail / P
Schedule Events and Meetings / P
Maintain All Databases / P

(continued on the next page)

Marketing & Administrative Manager

Job Tasks (continued)

Job Tasks (continued)
Administrative Assistant (Level 2)*
Marketing & Administrative Manager (Levels 3-7)* /

P = Priority Tasks

X = Extra Tasks

FNCTNS / TASKS
Administration & Accounting (continued)
Set Up and Maintain Chart of Accounts / P
Do Bookkeeping / P
Produce Monthly P&L Statements / P
Prepare for Tax Filings / X
Make Copies / X
Read and Answer Mail / X
Buy Supplies / X
Inventory Supplies / X
Make Appointments for Showings / X
Maintain Equipment / X
Inventory Signs and Lock Boxes / X
Make Deposits / X
Review Bills / X
Write Checks / X
Research & Communications
Answer Phones / P
Take and Deliver Messages / P
Send and Receive Faxes / P
Send and Receive E-Mail / P
Deal With Correspondence / P
Schedule and Attend Training / P
Check Voice Mail / X
Return Calls / X
Provide 800# / X
Maintain Real Estate License (if applicable) / X

Marketing & Administrative Manager

Job Tasks By Level

Marketing and Administrative Manager Tasks and Functions /

P = Priority; X = Extra

FNCTNS / TASKS / 2
AA / 3 / 4 / 5 / 6 / 7
Goal Setting, Planning & Leadership
Career Vision / P / P / P / P / P
Train / P / P / P / P / P
Coach & Consult / P / P / P / P / P
Design Systems / P / P / P / P / P / P
Implement Systems / P / P / P / P / P / P
Set Goals & Develop Plans / X / X / X / X / X / X
Review Annual/Monthly/Weekly Goals (4-1-1) / P / P / P / P / P / P
Maintain Planned Use of Time / P / P / P / P / P / P
Schedule Play Days / P / P / P / P / P / P
Take Play Days / P / P / P / P / P / P
Lead Generation, Advertising, & Promotion
Contact Management (client database) / P / P / P / P / P / P
Lead Tracking and Coordination / P / P / P / P / P / P
Design Marketing Materials / P / P
Write & Place Advertising / P / P / P / P / P / P
Produce Graphics and Feature Sheets / P / P / P
Photography / X / X / X
Prepare Listing Packages / P / P / P / P / P / P
Prepare Buyer Packages / P / P / P / P / P / P
Prepare Relocation Packages / X / X
Organize Promotional Events / P / P
Purchase Gifts & Promotional Items / X / X / X / X / P / P
Implement Promotional Campaigns / P / P
Select Graphics Vendors / P / P
Select Advertising Vendors / P / P
Write & Place PR Stories / P / P
Coordinating Community Involvement / P / P
Coordinate Community Service / X / X / X / X / P / P
Design & Maintain Website / X / P / P
Set up & Maintain Talking Ads (IVR) / X / X / X
Research New Marketing Opportunities / P / P
Maintain a File of Testimonials / P / P / P / P / P / P
Handle Consumer Complaints / P / P / P / P / P / P

(continued on the next page)

Marketing & Administrative Manager

Job Tasks By Level (continued)

Marketing and Administrative Manager Tasks and Functions(continued) /

P = Priority; X = Extra

FNCTNS / TASKS / 2
AA / 3 / 4 / 5 / 6 / 7
Seller Prospecting & Servicing
Research the Market & Prepare a CMA / P / P / P
Prepare and Deliver a Pre-Listing Package / P / P / P
Arrange for Signs / P / P / P
Arrange for the Lock Box / P / P / P
Set up Showing Procedures / X
Take or Arrange for Photographs / P / P / P
Put Information in the MLS / P / P / P
Put in or Link to Websites / P / P / P
Provide Graphic Feature Sheets / P / P / P
Arrange for Flyers and Marketing Materials / X / P / P
Arrange for an Office Tour / X / X / X
Arrange for a Broker Open House / X / X
Provide Feedback from Showings / X / P / P
Update the MLS and Websites / P / P / P / P / P / P
Buyer Prospecting & Servicing
Provide a Buyer Representation Packet / P / P / P / P / P / P
Research the MLS / X / X
Send Updates to Out of Town Buyers / X / X
Arrange for House-Hunting Visits
Provide Pricing & Market Research / P
Transaction & Closing Coordination
Set Up Contract to Closing File / P
Fill Out Bluesheet / P
Coordinate Inspections / X
Coordinate the Closing Process / P
Schedule the Closing / P
Confirm the Distribution Authorization (DA) / P
Insure for All Filings and Notifications / P
Arrange for Closing Gifts or Events / X
Provide Post Closing Information & Service / P
Administration & Accounting
Set Up and Maintain All Files / P / P / P / P / P / P
Maintain Listing Property Files / P
Maintain Contract Files / P
Maintain Archives / P / P / P / P / P / P
Make Copies / X / X / X / X / X / X
Open and Distribute Mail / P / P / P / P / P / P

(continued on the next page)

Marketing & Administrative Manager

Job Tasks By Level (continued)

Marketing and Administrative Manager Tasks and Functions(continued) /

P = Priority; X = Extra

FNCTNS / TASKS / 2
AA / 3 / 4 / 5 / 6 / 7
Administration & Accounting (continued)
Read and Answer Mail / X / X / X / X / X / X
Buy Supplies / X / P / P / P / P / P
Inventory Supplies / X / X / X / X / X / X
Make Appointments for Showings / X
Schedule Events and Meetings / P / P
Maintain All Databases / P / P / P / P / P / P
Maintain Equipment / X / P / P / P / P / P
Inventory Signs and Lock Boxes / X
Arrange for Coverage and Availability / X / X / P / P / P
Set Up and Maintain Chart of Accounts / P / P / P / P / P / P
Make Deposits / X / X / X / X / X / X
Review Bills / X / P / P / P / P / P
Write Checks / X / P / P / P / P / P
Do Bookkeeping / P / P / P / P / P / P
Produce Monthly P&L Statements / P / P / P / P / P / P
Prepare for Tax Filings / X / P / P / P / P / P
Research & Communications
Answer Phones / P / P / P / P / P / P
Take and Deliver Messages / P / P / P / P / P / P
Check Voice Mail / X / P / P / P / P / P
Return Calls / X / P / P / P / P / P
Send and Receive Faxes / P / P / P / P / P / P
Send and Receive E-Mail / P / P / P / P / P / P
Deal With Correspondence / P / P / P / P / P / P
Provide 800# / X / X / X / X / X / X
Maintain Real Estate License / X / X / X / X / X / X
Schedule and Attend Training / P / P / P / P / P / P
Research Technology and the Internet / P / P / P / P