***MUST HAVE ARIZONA REAL ESTATE LICENSE AND AT LEAST 3 YEARS OF EXPERIENCE***
ROLE: Office manager / Transaction coordinator / Rental listing manager / Personal Assistant / Limited showings agent
SALARY RANGE: $60,000 to $120,000/year.
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*Desired Traits, Skill Sets, and Experience*
Professional & Personal Attributes
-Highly organized and detail-oriented
-Discreet and trustworthy; able to manage sensitive personal and financial matters
-Proactive, self-motivated, and solutions-focused
-Able to work independently with minimal oversight
-Adaptable and capable of managing shifting priorities
-Excellent interpersonal and written communication skills
-Hard working, Focused, Efficient , Productive, Uplifting, Positive, Mature, Critical thinker
-Maintains a professional demeanor and polished presence
Technical Skills and Tools
-Calendar and inbox management (Apple Calendar, Outlook)
-File organization systems (Dropbox, Google Drive)
-Spreadsheet proficiency (Google Sheets, Microsoft)
-MLS data entry and listing photo selection (MLS, Aligned)
-Basic graphic editing (Photoshop, Canva, Adobe Acrobat)
-Password and account management (e.g., secure login tracking)
-Basic troubleshooting for office equipment and software
-Familiarity with social media platforms and online marketplaces
-Experience with all main residential real estate tools (MLS, Zip forms, Supra)
Relevant Experience
-Must have experience in residential real estate (3 years minimum)
-Property management and/or executive/personal assistant roles bonus
-Background in transaction coordination from contract to close
-Familiarity with scheduling vendors, coordinating listing prep, and property management
-Direct involvement in gifting or client concierge efforts
-Proven success working in a fast-paced or boutique team environment
***Responsibilities***
Transaction Coordination & Client Relations:
-Write all documents necessary during listing and transaction process. Send to clients for review. Send to clients for digital signature. Input documents into Compass system once complete. Make corrections when required by broker.
-Manage the full transaction lifecycle from contract to close, including scheduling inspections, appraisals, and walkthroughs
-Create and maintain checklists for each transaction
-Follow up with clients post-close and send gifts
-Maintain and update CRM database for client follow-ups and communication
-Organize and send client seasonal gifts and cards (birthdays, anniversaries, holidays)
-Respond to client inquiries or route them appropriately
-Maintain team databases and software (MLS tools, ShowingTime, Canva, Dropbox, etc.)
-Manage filing systems for contracts, marketing materials, and property records
-Prepare pre-listing packets and coordinate listing prep (cleaning, staging, photography)
-Ensure listing materials (agreements, MLS input, marketing materials, lockboxes) are complete before going live.
-Contact clients introducing yourself, send documents for review with highlights and summaries and continue communication efforts when needed.
Logistics & Errands:
-Manage the return of personal and real estate related packages
-Coordinate Uber couriers for pickups and deliveries
-Handle personal and professional shopping tasks as requested
Administrative Support & Communication:
-Manage Jason’s calendar, including listing photography, inspection, appraisal appointments, meetings, and vacation tracking
-Make calls and communicate on Jason’s behalf with clients, agents, banks, insurance providers, vendors, etc.
-Email contacts (e.g., Megan and Braydon at title) for flyer and marketing requests, maintain a log of what was ordered from them, when and if they have provided the marketing materials, follow up as needed to remind them
-Schedule and coordinate meetings with contractors, vendors, and service providers
-Coordinate with the courier for USPS mail drop-offs
-Handle organization and set up of mailing of flyers and marketing materials for pick up
Financial & Records Management:
-Pay vendors (ex:photographers, freelancers) and maintain detailed payment logs
-Track monthly expenses and ensure Jason reimburses you at month-end
-Deposit checks as needed
-Keep organized records of gift cards and gifts purchased, including cost tracking in spreadsheets
Marketing & Sales Coordination:
-Write and send thank-you cards to clients and partners, create gift baskets for clients and drop off/ship gifts as needed
-Coordinate with Simon on marketing materials; track this by logging it, dates, and follow-ups to ensure nothing is missed, same as keeping up with Braydon and Megan
-Rearrange and select photos for MLS listings to ensure the best presentation
-Handle Zillow showcase coordination and set up
-Choose and organize carousel photos used on ShowingTime
Property & Asset Management:
-Oversee sale and transfer of parking spaces and storage units, including full coordination with buyers, sellers, notaries, and HOA paperwork
-Schedule notary appointments as needed (e.g., Julie Law or Autumn at Concierge)
-Set up or cancel property insurance policies as needed
-House-sit and manage vendor/contractor access when Jason is away
-Provide pet-sitting services for Bella and Pumpkin when Jason is away
Office Management:
-Maintain a clean, organized, and professional office environment
Keep all office supplies stocked (paper, printer ink) and troubleshoot basic issues (printer malfunctions, etc.)
-Monitor and manage lockboxes: ensure they are labeled, clean, properly tracked, and registered with Concierge/hoa if needed, maintain all excel spreadsheets on The Glimcher Team account
-Coordinate with Concierge for all contractor/vendor visits, ensuring ID check-in and key handling procedures are followed; promptly retrieve checked-out keys
Rental Listing Management:
-Handle lead inquiry, set up listing process, manage listing, complete tenant vetting, execute lease, handle funds / key exchange and move in (start to finish run the entire process)
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