Overview
Scheduling Specialist Jobs in Westport, CT at Freudigman & Billings, LLC
Administrative Assistant/Real Estate
Overall Results Inherent in This Position:
The Client Coordinator is deeply committed to supporting the team in achieving greater levels of success by leading our process for catering to existing clients preparing to sell a home and clients who are in the process of closing on a home purchase/sale. The right candidate will enjoy being on a winning team, is detailed oriented, and can work at a fast pace while maintaining a high level of organization. They will embrace our core values of LEAD and will be excited to grow their own skills to develop into a leader within the team.
Core Values:
Lead by example
Embrace accountability
Attitude is everything
Deliver excellence
ESSENTIAL FUNCTIONS
· Deliver a Raving Fan real estate experience by following established processes and timelines to lead clients from Listing Agreement Signing through Closing of a purchase or sale to allow Sales Agents to find more clients.
· Oversee Contract to Close process for existing clients and close 10 deals per month and bring 4 listings to market each month.
· Update and complete necessary offer and contract forms as directed.
· Set up contract files and disseminate key dates, understand the contracts to summarize all important terms, conditions, and contingency dates.
· Establish and adhere to timelines and follow up with clients, agents and vendors as needed to ensure all deadlines are met and contingencies are released in accordance with the contract.
· Maintain accurate and compliant files for all transactions. Create a house file (Cloud) for all transactions.
· Act as liaison between real estate agents, clients, attorneys, escrow companies, vendors, and mortgage brokers during the process of a real estate sale to deliver on the common goal of a fantastic purchase and sale experience.
· Cross-train teammates as needed in Contract to Close process.
· Follow team communication plan and procedures for communication with sales agents, clients, partnering agents and vendors.
· Obtain vendor estimates and schedule cleanings, photos, and repairs on homes getting ready to be listed to sell, for clients assigned. (Coordinate Pre-Listing process.)
· Arrange all buyers’ showings and public open houses to get feedback regarding the showing to help other team members facilitate more sales, for clients assigned.
· Follow up with agents after all showings on Commencement Bay Broker listings.
· Reconcile and provide completed file for auditing at closing.
· Assist with facilitating and reviewing Client Satisfaction surveys for accountability.
MINIMUM REQUIREMENTS
Bachelor’s degree or equivalent number of years working experience in related field.
Proficient knowledge of MS Office programs, including Outlook, Word, and Excel.
Proficient knowledge of CRM & data entry experience.
Proficient knowledge of office equipment.
Real Estate license or ability to obtain one within agreed upon time period.
SKILLS
Embody a team first mentality
Highly organized and task oriented
Excellent interpersonal skills, with strong written and verbal communication skills
Ability to build effective relationships with clients and team members.
Ability to exercise independent judgment and decision-making skills.
Ability to prioritize conflicts and effectively manage multiple projects and assignments under time constraints and changing priorities.
Willingness to work a flexible work schedule at times
PHYSICAL DEMANDS AND WORKING CONDITIONS
Working conditions are primarily in an office environment. Will be asked to attend some after hour and weekend work/events.
COMPENSATION
Paydays are the 5th and the 20th of each month. Starting compensation for this position is $55,000 and is to be dependent on experience.
INSURANCE
Following a 90 probationary period, medical health insurance will be offered. (2025 valued at an additional $7,680)
ADDITIONAL BENEFITS
Commencement Bay Brokers 401K: After 1 year waiting period, Commencement Bay Brokers will make an annual 3% of salary Safe Harbor contribution on each team member’s behalf into the company’s 401(k) plan/account.
MILEAGE
The Client Coordinator will be reimbursed for mileage at the current IRS rate and will be adjusted as needed for all company approved travel. Mileage form will be provided by company.
VACATION & SICK
After completion of a 3-month probationary period, each team member is eligible for 10 days sick leave and vacation time (in total) per year. The first year shall be pro-rated from the time that the probation period ends through the end of that calendar year. The following calendar year, the employee shall be eligible for full sick and vacation leave (up to 10 days in total). Time off allocated for vacation and sick leave may be used for either vacation or sick leave as needed.
HOLIDAYS & HOURS OF OPERATION
Hours of operation are from 8:00am to 5:00pm Monday – Friday.
The Office will be closed, and these Holidays will not count against days off:
New Year’s Day
President’s Day
Martin Luther King Jr Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve
Christmas Day
Job Type: Full-time
Pay: From $55,000.00 per year
Benefits:
401(k)
Health insurance
Paid time off
Professional development assistance
Retirement plan
Schedule:
Monday to Friday
Weekends as needed
Work Location: In person
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Title: Scheduling Specialist
Company: Freudigman & Billings, LLC
Location: Westport, CT
