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Licensed Real Estate Assistant

Company True North Homes
Location Carlsbad, CA 92009
Update 8 Day ago

Want to help make a meaningful impact on people’s lives while enjoying a dynamic, challenging and high importance position that has a possibility for growth?

True North Homes, Inc. powered by REALTOR® Kara Courtney at Windermere Homes & Estates is seeking a detail oriented, tech savvy, creative, self-starter who strives for excellence, loves running towards goals and is actively seeking to improve on their knowledge and skill. The Real Estate Assistant will support in all areas of the business and manage the day-to-day operations with a primary focus of ensuring client satisfaction, increasing referrals and supporting business growth.

This is a part-time position with the possibility and intent to grow into a full-time position in 3-12 months, depending on candidate. CA real estate sales license strongly preferred. Position is available for immediate start.

Potential starting schedule:

M-W-F 1-3pm

T-Th 10am-1:30pm

Assistant responsibilities include, but are not limited to the following

Listings (Listing to Contract)

  • Oversee all aspects of seller’s transactions from initial contact to executed purchase agreement.
  • Prepare all listing materials: pre-listing presentation, Listing Agreement, sellers’ disclosures, comparative market analysis, pull online property profile, research old multiple listing service (MLS) listings, etc.
  • Consult & coordinate with sellers all property photos, staging, repairs, cleaning, signage, lockbox, access requirements & marketing activities.
  • Obtain all necessary signatures on listing agreement, disclosures and other necessary documentation.
  • Coordinate showings & obtain feedback.
  • Provide proactive weekly feedback to sellers regarding all showings and marketing activities.
  • Coordinate all public open houses and broker open houses.
  • Input all listing information into MLS and marketing websites and update as needed.
  • Submit all necessary documentation to office broker for file compliance.
  • Input all necessary information into client database and transaction management systems.

Transactions (Contract to Closing)

  • Oversee all aspects of buyer & seller transactions from executed purchase agreement to closing.
  • Coordinate title/escrow, mortgage loan and appraisal processes.
  • Coordinate inspections, assist in negotiations regarding repairs, and coordinate completion of repairs.
  • Regularly update & maintain communication with clients, agents, title officer, lender etc.
  • Submit all necessary documentation to office broker for file compliance.
  • Coordinate moving/possession schedules.
  • Schedule, coordinate & attend closing process.
  • Input all client information into client database system.
  • Schedule 30 Day, 90 Day & 120 Day client customer service follow up calls to assist with any home improvement provider recommendations and to ask for referrals.


  • Manage client database management program & system.
  • Create & regularly prepare all buyer & seller consultation packages.
  • Coordinate the preparation of all listing & open house flyers, graphics, signage and all other marketing materials.
  • Manage & update agent website(s), blog(s) and online listings.
  • Regularly assist agent to manage & enhance agent’s social media presence.
  • Track & coordinate all inbound leads from websites, social media & other online sources.
  • Coordinate all client & vendor appreciation events.
  • Regularly obtain client testimonials for websites, social media & other marketing materials.
  • Coordinate & implement agent marketing videos & property videos on website(s), blog(s), social media and client database email campaigns.
  • Execute lead generation tactics.
  • Develop and execute new ways to increase business.


  • Oversee all aspects of the administration of the agent’s business.
  • Create & manage all systems for sellers, buyers, client database management, lead generation tracking, lead follow-up & all office administration.
  • Maintain all agent financial systems, profit & loss statement, bill payment, budget(s), bank accounts, and business credit card(s).
  • Coordinate the purchasing of any office equipment, marketing materials and any other business-related supplies and materials.
  • Create & update a business operations manual and all job descriptions/employment contracts for any future hires.
  • Manage the recruiting, hiring, training and ongoing leadership of all future administrative hires.
  • Hold agent(s) accountable for conducting all agreed upon lead generation activities.
  • Ensure that all agent activities are limited to listing property, showing property, negotiating contracts & lead generation.

Key Skills:

-Strong written and verbal communication skills

-Exceptional organizational and project management abilities

-Bookkeeping skills

-Great ability to focus

-Concerned about doing things the right way

-Calm under pressure

-Learning based

-Service-based attitude

-Proven ability to succeed

-Leadership Capabilities


Send your DISC assessment results PDF (from the Tony Robbins' website) and Resume PDF with the subject line: “I am a Rockstar Assistant Candidate” to Kara @

Job Type: Part-time

Salary: $15.00 to $18.00 /hour

Required education:

  • Associate

Required experience:

  • Administrative Assistant: 1 year
  • Real Estate: 1 year

Required license or certification:

  • Real Estate License - CA