Jocelyn Pena

Agent Transaction Coordinator/Assistant

• Provide direct administrative and marketing support to top-producing agents, assisting with day-to-day business operations.
• Manage and maintain CRM database, ensuring accurate data entry, organization, and execution of targeted email marketing campaigns.
• Develop and oversee a monthly rotating on-call agent lead schedule; serve as a primary point of contact for agents, clients, and inbound inquiries.
• Prepare and review contracts, listing agreements, and transaction documentation with a high level of accuracy and attention to detail.
• Coordinate and manage residential and rental listings, including new listings, relists, extensions, and ongoing MLS (MRED) updates.
• Schedule and facilitate showings, open houses, inspections, and appraisals, ensuring seamless coordination across all parties.
• Maintain and organize transaction files for buyers, sellers, and rental clients, ensuring compliance with brokerage and industry standards.
• Monitor listing feedback and support pricing strategies by analyzing market data and pulling comparable properties (CMAs).
• Prepare detailed appraisal packets and supporting documentation to support property valuations.
• Coordinate contractors and vendors to manage property repairs and ensure listing readiness.
• Oversee closing processes, including preparation of commission statements, disbursements, and final MLS updates.
• Order home warranties and manage post-closing administrative tasks.
• Develop and produce marketing collateral, including property flyers, appraisal packets, direct mail (postcards), and social media campaigns.
• Generate and manage mailing lists to support targeted outreach and marketing initiatives.
• Maintain inventory of listing materials and update office and property marketing displays, including window vision listings.

• Answered multi-line phone system.
• Greeted guests at front desk and engaged in pleasant conversations while managing check-in process.
• Scheduling appointments.
• Obtaining leads via social media & other sources.
• Managed opening and closing procedures and recommended changes to enhance efficiency of daily activities.
• Collected & deposited payments & distributed refunds.
• Interviewed, hired and trained staff associates and equipped to comply with company policies and procedures.
• Kept accounts in balance and ran daily reports to verify totals.
• Provided weekly work schedules to employees to accommodate business demands and vacation requests.
• Distributing payroll checks & statements.
• Coached & role played memberships and product sales.
• Rotated merchandise and displays to feature new products and promotions.
• Coached sales associates in product specifications, sales incentives and selling techniques, significantly increasing customer satisfaction ratings.
• Increased sales by 20%.
• Maintaining records for memberships that have been sold.
• Resolved guest issues with knowledgeable and friendly service.
• Reconciled daily sales transactions to balance and log day-to-day revenue.
• Ordering inventory for studio.
• Verified inventory counts remained within monthly tolerance levels and compiled financial data in compliance with budget.
• Conducted weekly staff meetings to motivate staff members, address concerns and questions, plan improvements, and evaluate progress toward goals.

• Answered multi-line phone system.
• Answered questions and addressed customer concerns according to rigorous timetables, supporting diverse lawn health and landscape development requests.
• Developed lasting customer relationships and grew network over time.
• Maintained office supplies inventory by checking stock and ordering new supplies.
• Worked with customers to develop designer landscaping plans for various budgets.
• Prepared, entered and filed accounts payable invoices.
• Managed accounts payable and receivables and payroll.
• Produced accurate office files, updated spreadsheets.
• Recorded daily financial transactions and handled payments of accounts.
• Worked with landscape contractors and designers to obtain appropriate plant products to fulfill landscaping plan requirements.
• Providing estimates; regarding property & landscaping plans.
• Completed accurate daily report documents, memos and invoices.
• Monitored weekly and daily scheduled tasks to achieve desired workflow speed.
• Inspected machinery to spot damage and note needed maintenance repairs.
• Assisted with weekly project planning and crew scheduling.