Virtual Assistant
1 week ago
Job Title
:
Lead & Administrative Operations Specialist
Job Location:
Coimbatore
Shift :
Night Shift
Job Role:
The Lead & Administrative Operations Specialist is responsible for managing the full lifecycle of inbound leads, maintaining data accuracy within the CRM, handling client communication, and supporting critical administrative and documentation workflows. This role ensures seamless coordination across teams, enhances operational efficiency, and supports communication throughout the transaction process.
Key Responsibilities
1. Lead Lifecycle Management
- Act as the primary owner for managing inbound and active leads within the company's CRM (Salesforce, HubSpot, or proprietary systems).
- Accurately log, track, organize, and assign leads following established protocols.
- Ensure timely follow-up and clear visibility of lead progress for the sales and operations teams.
2. Data Integrity & Maintenance
- Maintain 100% accuracy and completeness of client, property, and transaction records.
- Regularly audit CRM and databases to identify inconsistencies or duplicates.
- Correct discrepancies promptly and uphold data standards.
3. Administrative Efficiency
- Develop and implement efficient administrative processes for daily operations.
- Manage documentation filing, communication tracking, and meeting scheduling.
- Support management with cross-functional tasks as needed.
4. Complex Documentation Control
- Assist in preparing, organizing, and maintaining legal and transaction-related documents (listing agreements, contracts, disclosures, closing packages).
- Manage version control and ensure all compliance checks, signatures, and deadlines are met.
- Coordinate with agents, attorneys, and vendors to ensure document accuracy.
5. Reporting & Analytics Support
- Generate weekly reports on lead status, conversion rates, and operational bottlenecks.
- Provide insights to management for process and performance improvements.
- Maintain dashboards, trackers, and reporting templates.
6. Client Relationship Support
- Manage follow-up communications between agents, clients, and third-party vendors (inspectors, lenders, title companies).
- Schedule client calls, inspections, property visits, and closing appointments.
- Ensure professional, timely communication across all parties.
7. Call Handling
- Handle incoming and outgoing calls with clients, agents, and vendors as needed.
- Provide clear, professional communication and relay messages accurately.
- Address basic queries, route calls to the appropriate team members, and ensure prompt follow-up.
Skills & Competencies
- Strong organizational and multitasking abilities
- High attention to detail and accuracy
- Good communication skills (written and verbal)
- Professional phone etiquette and call-handling skills
- Ability to manage deadlines and prioritize effectively
- Proficiency in CRM systems (Salesforce, HubSpot, or similar)
- Process-driven mindset with strong problem-solving skills
Interested candidates can share your resume to
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