It is crucial to establish the roles and responsibilities of every member of the team. The primary focus of the Champion Agent should be on direct income-producing activities. The administrative or production Supporting Activities should be assigned by the assistant. The Champion Agent is still required to be a coach for the managerial process but is not a part of the daily process.
There are just a handful of everyday activities you could perform to earn the amount per hour you want. These DIPA tasks are the only ones that pay you the full worth per hour.
Your employees should be able to take on all other duties in order to concentrate on the activities which yield the most profit. The more effectively you are able to effectively delegate and efficiently, the more efficient your company will be both in the short and long term. A delegation that is efficient will also give you more flexibility and let you enjoy more quality time with family.
Below is the list of suggested duties for the List Coordinator, Closing Coordinator, and Field Coordinator, also known as Runner. In certain offices, there might not be an individual responsible for each position. For instance, there might be an Assistant accountable for the Replenisher, Listing Coordinator, and Closing Coordinator duties.
o, Prepare listing packets.
• Send a “Thank you” letter to the address below, indicating the appointment (same day as the appointment).
Keep an updated list of expired listings, and notify the agent when the expiration date is approaching.
Send a letter to the seller requesting an extension. Then, forward an MLS addition with a date of expiration to be changed.
o, Take care of the handling of all MLS modifications and follow-up to ensure that the changes were made correctly and in the correct order.
Process all contracts for listing. Send listing to MLS input.
o, Make the necessary showing times, as needed.
Contact Agents for the availability of the listings.
Contact sellers at least once per week with an update on shows and inquiries.
o, Inform the agent daily of all events and showings.
Keep track of the inventory on the listing. Discuss any major changes with the agent.
Make sure you complete any follow-up paperwork with regard to listings. Make sure that it’s done correctly and on time.
Write and put up advertisements in newspapers and magazines for home use.
• Send clients a note with a copy of the advertisement that ran on their listings.
Flyers designed by designers.
Install or purchase “For Sale” signs; Follow-up to Sign Company to make sure that the character is properly installed and placed in the right position.
Install lockbox, and make duplicate keys for the office in case it gets lost.
o, Set up directionals and flyers. Make sure to check that the directionals are in place and the flyer boxes are full.
Create a schedule of the locking boxes that will be read out at empty listings every week. It is best to read them on at the same time every week in order to get an accurate view of how many shows occurred in the last week.
Open Houses are scheduled with sellers.
Other tasks fall between products from the list lead until the date of the sales agreement.
Make sure you are aware of keeping track of Title Company communications for closings. Be sure that the Title Company or Attorney has all the necessary documents. Keep track of when individuals are scheduled to sign documents and also when they will record.
• Process all sales contracts. Check that the Administrator is in possession of all the required paperwork to start the escrow.
Follow-up every week by meeting weekly with Agents, Lenders, Attorneys as well as Title companies who are involved in the transaction. Be sure that everything is done promptly and that we are closing within the timeframe.
Note all communications with other agents, Lender, Attorneys, and Title companies, and keep the records to be able to refer back later.
o, Coordinate all appraisals and inspections of homes.
Review the files every week to ensure that all contingencies are met, and any missing documents are completed and placed in the file.
o, Track any sales that are scheduled to take place. Note the closing date and address of the seller/buyer and the price, along with the total commission and commission.
– Finalize the files for sold at closings in the past. Check that everything is in order.
Follow-up documentation about sales, ensuring that it’s completed punctually and on time.
• Track and record Commission status reports.
• Order sign down remove the lockbox and directionals after the property is closed.
o, Maintain and update current mailing lists. When a transaction is completed, it is important to ensure that all addresses and telephone numbers are correct.
Other work that occurs after the date the contract is announced until the time of closing the escrow.
Field Coordinator or Runner
o Create new listings: Set up directions, take photos and make duplicate keys for the office.
Track down locks and their location.
Ensure that the information is updated. Directional signs are posted, and yard signs are properly placed, and the flyer box is full, and so on.
• Take the garbage out weekly. Sort recyclables into separate bins when it is necessary.
Perform office tasks that are not office-related, including photocopying and filing.
o, Create list packets.
Make marketing packs.
Notify the Assistant when you are the sign supply is low (stickers and signs, stakes, and so on.)
If the listing is closed or expired: remove the lockbox, directionals, etc.
• Send images to the lab to be developed for advertisements.
Assist with any mailers.
o Other field-related tasks that are assigned over to the field coordinator.
The lists are intended to use as a reference and can be modified according to the needs.
Dirk Zeller is a sought author, speaker, and CEO of Real Estate Champions. The company trains over 350,000 agents worldwide every year via Live events as well as online classes, self-study courses as well as newsletters. The real estate community has welcomed and praised his best-selling books: The First Year of Real Estate The Success of an Estate Agent For Dummies(r), The Champion Real Estate Agent, The Champion Real Estate Team, Telephone Sales for Dummies(r) Effective time management for Dummies(r) and more than 300 printed articles.
Real Estate Champions is a leading coaching business. The training program covers a broad spectrum from novice agents to experienced agents and also those who are interested in real estate marketing and real investment in real estate.