What are the responsibilities and job description for the Executive Office Manager position at The Glimcher Team?
Office manager / Transaction coordinator / Rental listing manager / Personal Assistant / Limited showings agent
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)
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)