Sales Assistant (Propertry Management/Real-Estate)

Role Overview

The Sales Assistant supports lead generation, client communication, contract preparation, scheduling, and calendar management to ensure smooth sales operations and a strong client experience. This role requires strong communication, organization, and attention to detail in a fast-paced real estate environment.

Key Responsibilities

1. Lead Generation (Cold Calls & Outreach)

• Conduct outbound cold calls to potential clients to introduce services and generate leads

• Use CRM or lead lists to target prospects

• Follow approved scripts or tailor messaging based on lead profile

• Log all call notes and updates in CRM/tracker

• Schedule follow-ups where applicable

2. Cold Email Outreach

• Send personalized cold emails to prospects promoting real estate listings or services

• Review and update email templates as needed

• Verify and maintain the accuracy of contact lists

• Track responses and update CRM accordingly

• Schedule follow-ups for interested leads

3. Client Communication (Email Support)

• Respond to prospective client inquiries within 24 hours

• Provide clear and accurate information regarding listings and services

• Escalate complex queries to Spencer when needed

• Maintain updated communication records in CRM

4. Contract Preparation & E-Signature Management

• Prepare real estate contracts for signature using DocHub or similar tools

• Confirm the accuracy of contract details before sending

• Ensure all required parties are included

• Track signature status and follow up as needed

• Save and organize completed documents

5. Proposal & Presentation Distribution

• Send listing presentations and investor proposal decks to clients

• Customize materials when required

• Ensure correct branding and file formatting

• Track engagement and set follow-up tasks in CRM

6. Meeting Coordination

• Schedule internal and external meetings with clients and stakeholders

• Confirm the availability of all participants

• Send calendar invites with meeting links (Zoom/Google Meet) or location details

• Include the agenda or purpose when required

7. Appointment Setting

• Book client appointments and coordinate scheduling with Spencer

• Confirm property availability before scheduling

• Send complete appointment details to all relevant parties

• Ensure all logistics are clearly communicated

8. Calendar Management

• Maintain and organize Spencer’s calendar daily

• Ensure no scheduling conflicts

• Block time for travel, preparation, or priority tasks

• Provide reminders for upcoming meetings and commitments

Requirements

Experience

• Prior experience in real estate, sales support, or customer service preferred

• Experience with CRM tools and data entry is an advantage

• Exposure to administrative or sales coordination roles is beneficial

Technical Skills

• Proficiency in Microsoft Office or Google Workspace

• Familiarity with CRM systems

• Experience with DocHub, DocuSign, or similar e-signature tools

• Ability to quickly learn new systems and platforms

Knowledge

• Basic understanding of real estate processes and contracts

• Awareness of confidentiality and data privacy standards

Core Skills

Communication

• Strong verbal and written communication skills

• Ability to write clear, professional, and persuasive emails

• Effective follow-up and client engagement skills

Organization

• Strong time management and prioritization skills

• Detail-oriented in handling contracts, schedules, and documentation

Sales Support

• Understanding of lead generation and outreach strategies

• Ability to support conversion through structured follow-ups

Problem Solving

• Ability to handle client inquiries and resolve basic issues independently

• Quick decision-making in a fast-paced environment

Adaptability

• Comfortable working in a dynamic and fast-changing environment

• Fast learner with strong multitasking ability

Team Collaboration

• Works effectively with internal teams and leadership

• Willing to support additional tasks as needed