Key Areas of Accountability and
Key Tasks – Mega Team

Executive Assistant

Key Area of Accountability / Key Tasks
  1. Leadership
/ Design and implement systems.
Create and maintain operations manual documenting systems and standards.
Review Annual/Monthly/Weekly Goals (4-1-1).
Hire, train, consult, and hold accountable all additional administrative team members as appropriate for team structure.
Block and manage work and personal time.
  1. Lead Generation
/ Manage client database.
Track and coordinate leads.
Coordinate advertising, including writing and placing ads, and producing graphics and feature sheets.
Prepare listing packages.
Prepare buyer packages.
Maintain files for testimonials.
Handle customer inquiries and complaints.
  1. Client Care
/ For Buyers:
  1. Provide Buyer Representation packet.
For Sellers:
  1. Arrange for signs, lockbox, and photographs.
  2. Enter and update information in the MLS.
  3. Put in or link to websites and update websites as needed.
Transaction and closing coordination, including:
  1. Set up contract-to-closing file.
  2. Fill out Greensheet.
  3. Schedule and coordinate closing process, including Distribution Authorization (DA).
  4. Insure for all filings and notifications.
  5. Provide postclosing information and service.


Executive Assistant (cont.)

Key Area of Accountability / Key Tasks
  1. Administration and Communication
/ Schedule and attend training.
Set up and maintain all files, including listing property files and contract files.
Maintain archives.
Maintain all databases.
Bookkeeping, including monthly P&L statements.
Open and distribute mail; deal with correspondence.
Answer phones; take and deliver messages.
Send and receive faxes and email.

Transaction Coordinator

Key Area of Accountability / Key Tasks
  1. Leadership
/ Implement systems
Review Annual/Monthly/Weekly Goals (4-1-1)
Block and manage work and personal time
  1. Client Care
/ For Buyers:
  1. Complete buyer rep agreement
For Sellers:
  1. Complete listing contract
  2. Provide a sellers net sheet
  3. Assist in selection of service providers
Transaction and closing coordination, including
  1. Obtain estimate of closing costs and initiate closing/title process for both buyers and sellers
  2. Set up contract-to-closing file
  3. Fill out online greensheet.
  4. Establish communication with all parties, and advise them on timetable to closing
  5. Coordinate loan application process
  6. Coordinate inspections and advise on repairs
  7. Assist with appraisals
  8. Schedule and coordinate closing process, including distribution authorization
  9. Review closing paperwork
  10. Insure for all filings and notifications
  11. Assist with occupancy or relocation
  12. Provide post-closing information and service
  13. Obtain testimonials and referrals

  1. Administration and Communication
/ Schedule and attend training
Maintain listing property files and contract files
Make appointments for showings
Inventory signs and lock boxes
Return calls
Send and receive emails and faxes

Showing Assistant

Key Area of Accountability / Key Tasks
  1. Leadership
/ Stay accountable to Annual/Monthly/Weekly Goals (4-1-1.)
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Client Care
/ For buyers, find homes to meet buyers’ criteria and drive buyers to homes. Refine or confirm criteria and select additional homes as necessary. Close buyers to contract offers. Duties include the following:
  1. Provide housing and community information.
  2. Coordinate area tour.
  3. Establish home search plan and timetable.
  4. Research MLS and preview properties.
  5. Show properties and help buyers evaluate and compare homes.
  6. Arrange for house-hunting visits.
  7. Provide pricing and market research.
  8. Educate buyer about process.

  1. Research and Communication
/ Research new technology and Social Media tools.
Return calls.

Buyer Specialist

Key Area of Accountability / Key Tasks
  1. Leadership
/ Stay accountable to Annual/Monthly/Weekly Goals (4-1-1.)
Develop allied resource relationships.
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Lead Generation
/ Prospect for buyer leads, convert leads to appointments, and close for agreements.
Prepare relocation packages.
  1. Client Care
/ For buyers, consult with clients to ensure fiduciary service of the real estate transaction from initial contact through contract to close, including the following:
  1. Analyze needs and goals.
  2. Obtain loan prequalification or preapproval.
  3. Complete Buyer Rep Agreement.
  4. Provide housing and community information.
  5. Coordinate area tour.
  6. Establish home search plan and timetable.
  7. Research MLS and preview properties.
  8. Show properties and help buyers evaluate and compare homes.
  9. Arrange for house-hunting visits.
  10. Provide pricing and market research.
  11. Write up and present offer.
  12. Negotiate contract.
  13. Educate buyer about process, advise them about home warranty coverage, and protect and negotiate for their interests.
  14. Review closing paperwork and attend closing.
  15. Arrange for closing gifts or events.
  16. Provide post closing information and services.
  17. Obtain testimonials and referrals.


Buyer Specialist(cont.)

Key Area of Accountability / Key Tasks
  1. Research and Communication
/ Research new technology and Social Media tools.
Return calls.

Lead Buyer Specialist

Key Area of Accountability / Key Tasks
  1. Leadership
/ Hire, train, consult, and hold accountable all Buyer Specialists and Showing Assistants.
Review Annual/Monthly/Weekly Goals (4-1-1.)
Develop allied resource relationships.
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Lead Generation
/ Prospect for buyer leads, convert leads to appointments, and close for agreements.
Prepare relocation packages.
  1. Client Care
/ For buyers, consult with clients to ensure fiduciary service of the real estate transaction from initial contact through contract to close, including the following:
  1. Analyze needs and goals.
  2. Obtain loan prequalification or preapproval.
  3. Complete Buyer Rep Agreement.
  4. Provide housing and community information.
  5. Coordinate area tour.
  6. Establish home search plan and timetable.
  7. Research MLS and preview properties.
  8. Show properties and help buyers evaluate and compare homes.
  9. Arrange for house-hunting visits.
  10. Provide pricing and market research.
  11. Write up and present offer.
  12. Negotiate contract.
  13. Educate buyer about process, advise them about home warranty coverage, and protect and negotiate for their interests.
  14. Review closing paperwork and attend closing.
  15. Arrange for closing gifts or events.
  16. Provide post closing information and services.
  17. Obtain testimonials and referrals.


Lead Buyer Specialist(cont.)

Key Area of Accountability / Key Tasks
  1. Research and Communication
/ Research new technology and Social Media tools.
Return calls.

Listing Assistant

Key Area of Accountability / Key Tasks
  1. Leadership
/ Stay accountable to Annual/Monthly/Weekly Goals (4-1-1).
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Client Care
/ For sellers, may be assigned various listing duties, such as converting appointments to agreements and launching marketing action plans for listings, until he/she has proven he/she has the skills and leadership to move into a Listing Specialist position. Duties may include the following:
  1. Visit and evaluate properties.
  2. Research the market and prepare a CMA.
  3. Prepare and deliver a prelisting package.
  4. Analyze their needs and goals.
  5. Make listing presentation.
  6. Complete listing agreement.
  7. Provide a seller’s net sheet.
  8. Establish a marketing plan.
  9. Prepare and stage home for the seller.
  10. Send just-listed mailings or make calls.
  11. Hold open houses.
  12. Advise on price reductions.
  13. Educate the seller about the process.
  14. Arrange for closing gifts or events.

  1. Research and Communication
/ Research new technology and Social Media tools.
Return calls.

Listing Specialist

Key Area of Accountability / Key Tasks
  1. Leadership
/ Stay accountable to Annual/Monthly/Weekly Goals (4-1-1).
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Lead Generation
/ Prospect for general listings, FSBOs, expireds.
Prospect a geographic farm, past clients, and allied resources.
Maintain consistent lead follow-up with prospects.
Set listing appointments.
Prepare listing packages.
  1. Client Care
/ For sellers, consult with clients to ensure fiduciary service of the real estate transaction from initial contact through contract to close, including the following:
  1. Visit and evaluate properties.
  2. Research the market and prepare a CMA.
  3. Prepare and deliver a prelisting package.
  4. Analyze their needs and goals.
  5. Make listing presentation.
  6. Complete listing contract.
  7. Provide a seller’s net sheet.
  8. Establish a marketing plan.
  9. Prepare and stage home for the seller.
  10. Advise on home warranty coverage.
  11. Send just-listed mailings or make calls.
  12. Hold open houses.
  13. Advise on price reductions.
  14. Evaluate offers.
  15. Negotiate the purchase contract.
  16. Educate the seller about the process.
  17. Protect and negotiate for the seller’s interests.


Listing Specialist(cont.)

Key Area of Accountability / Key Tasks
  1. Client Care (cont.)
/ Transaction and closing coordination, including
  1. Advise on repairs.
  2. Attend closing.
  3. Arrange for closing gifts or events.
  4. Assist with occupancy or relocation.
  5. Obtain testimonials and referrals.

  1. Research and Communication
/ Research new technology and Social Media tools.
Return calls.

Lead Listing Specialist

Key Area of Accountability / Key Tasks
  1. Leadership
/ Hire, train, consult, and hold accountable all Listing Specialists and Listing Assistants.
Review Annual/Monthly/Weekly Goals (4-1-1).
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Lead Generation
/ Prospect for general listings, FSBOs, expireds.
Prospect a geographic farm, past clients, and allied resources.
Maintain consistent lead follow-up with prospects.
Set listing appointments.
Prepare listing packages.
  1. Client Care
/ For sellers, consult with clients to ensure fiduciary service of the real estate transaction from initial contact through contract to close, including the following:
  1. Visit and evaluate properties.
  2. Research the market and prepare a CMA.
  3. Prepare and deliver a prelisting package.
  4. Analyze their needs and goals.
  5. Make listing presentation.
  6. Complete listing contract.
  7. Provide a seller’s net sheet.
  8. Establish a marketing plan.
  9. Prepare and stage home for the seller.
  10. Advise on home warranty coverage.
  11. Send just-listed mailings or make calls.
  12. Hold open houses.
  13. Advise on price reductions.
  14. Evaluate offers.
  15. Negotiate the purchase contract.
  16. Educate the seller about the process.
  17. Protect and negotiate for the seller’s interests.


Lead Listing Specialist(cont.)

Key Area of Accountability / Key Tasks
  1. Client Care (cont.)
/ Transaction and closing coordination, including
  1. Advise on repairs.
  2. Attend closing.
  3. Arrange for closing gifts or events.
  4. Assist with occupancy or relocation.
  5. Obtain testimonials and referrals.

  1. Research and Communication
/ Research new technology and Social Media tools.
Return calls.

© 2015 Keller Williams Realty Inc.

Key Areas of Accountability and
Key Tasks

Outbound Sales Agent

Key Area of Accountability / Key Tasks
  1. Leadership
/ Stay accountable to Annual/Monthly/Weekly Goals (4-1-1).
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Lead Generation
/ Prospect for general listings, FSBOs, expireds.
Prospect a geographic farm, past clients, and allied resources.
Add to database.
Maintain integrity of database.
Maintain rigorous lead follow-up with prospects through systematized touch campaigns.
Set fully pre-qualified listing appointments.
Consistently increase lead conversion numbers from outbound lead sources.
  1. Client Care
/ For listing agents, consult to ensure fiduciary service from initial contact through the listing agreement, including the following:
  1. Thorough and robust pre-qualification process and documentation.
  2. Reschedule cancelled appointments.
  3. Research the market and prepare the preliminary CMA.
  4. Follow up with agent to ensure smooth transitions at every hand-off.

  1. Research and Communication
/ Research evolving real estate trends in local market.
Script and question-based selling practice through training and role-play.
Shadow agents on buyer and listing consultations.

Inbound Sales Agent

Key Area of Accountability / Key Tasks
  1. Leadership
/ Stay accountable to Annual/Monthly/Weekly Goals (4-1-1).
Block and manage work and personal time.
Schedule and attend training.
Maintain real estate license.
  1. Lead Generation
/ Respond within 5 minutes to all incoming leads in the system.
Make initial contact within prescribed number of days.
Route leads to appropriate queue.
Maintain integrity of database.
Maintain rigorous lead follow-up with prospects. through systematized touch campaigns.
Set fully pre-qualified listing appointments.
Consistently increase lead conversion numbers from inbound lead sources.
  1. Client Care
/ For buyer agents, consult to ensure fiduciary service from initial contact through the listing agreement, including the following:
  1. Thorough and robust pre-qualification process and documentation.
  2. Reschedule cancelled appointments.
  3. Follow up with agent to ensure smooth transitions at every hand-off.

  1. Research and Communication
/ Research evolving real estate trends in local market.
Script and question-based selling practice through training and role-play.
Shadow agents on buyer and listing consultations.

Job Title ______

Key Area of Accountability / Key Tasks
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© 2015 Keller Williams Realty Inc.