Strata Real Estate & Leasing — Internal
Marketing & Admin Assistant
Daily Reference Guide
Daily Reference Guide
Supervised by Joanne Singson Olimpo, Broker
Hours: Monday–Thursday · 10:00 AM–3:00 PM · Las Vegas Time
Strata Real Estate & Leasing, LLC · Confidential — Internal Use Only
Weekly Overview — What Happens Each Day
This is your weekly schedule at a glance. Green tasks can be posted directly. Red tasks require Broker approval before posting.
Market stats post — APPROVAL REQUIRED
Check & respond to DMs/comments
Check emails — respond or flag to Broker
Weekly content plan review
Just Listed post — APPROVAL REQUIRED
Just Sold post — APPROVAL REQUIRED
Check & respond to DMs/comments
Check emails — respond or flag
Community spotlight post — POST DIRECTLY
Story poll or engagement — POST DIRECTLY
Testimonial (1–2x/month) — POST DIRECTLY
Check & respond to DMs/comments
Check emails — respond or flag
Education/tips post — POST DIRECTLY
PM/Landlord content — APPROVAL REQUIRED
Check & respond to DMs/comments
Check emails — respond or flag
Lead capture post — APPROVAL REQUIRED
Check & respond to DMs/comments
Check emails — respond or flag
Weekly wrap-up report to Joanne
Legend
↑ Green — Post Directly: Community, lifestyle, tips, polls, and general education posts. No approval needed.
✓ Red — Approval Required: Market stats, listings, just sold, PM content, lead capture, and any post with numbers or property details. Send to Joanne for approval before posting.
Daily Checklist — Every Morning
Daily Progress0% Complete
🌅 Morning — First Thing (10:00–10:30 AM)
Check Instagram DMs and comments — respond within 2 hours
Thank for comments, answer general questions, flag anything that needs Joanne's response
Check Facebook messages and comments — respond or flag
Same standards as Instagram — professional, warm, on-brand tone
Check Strata email (info@stratareal.com) — respond or flag to Broker
General inquiries you can answer directly. Anything about listings, pricing, legal, or contracts — flag to Broker immediately
Review today's content plan — confirm post is ready
Check the weekly schedule above — know what's going out today and whether it needs approval
📱 Mid-Morning — Content (10:30 AM–12:00 PM)
Prepare today's social media post
Use Strata's brand colors, approved templates, and caption guidelines. See caption guide below.
If post requires approval — send to Broker for review BEFORE posting
Market stats, listings, sold, PM content, lead capture posts. Send via text or email with the draft copy and image.
Post approved or direct content to Instagram and Facebook
Post between 10 AM–12 PM Las Vegas time for best reach. Best engagement windows are 10–11 AM and 12–1 PM. Never post market data without Broker approval.
Add to Story if applicable
Repurpose feed post to Story or add a poll, question sticker, or countdown for engagement.
📋 Midday — Admin (12:00–1:30 PM)
Follow up on any pending client inquiries or emails
Check for replies to earlier responses. Flag anything unresolved to Joanne.
Update any active task lists or marketing tracker
Log today's post, engagement numbers, and any notable DMs or leads received.
Prepare tomorrow's content in advance
Draft copy, select image, check if tomorrow's post needs Joanne's approval — send early.
🌆 Afternoon — Wrap Up (2:00–3:00 PM)
Final check of DMs and comments — respond to anything new
Last engagement check of the day. Flag anything urgent to Joanne before end of day.
Final email check — respond or flag anything remaining
Nothing should sit unanswered overnight unless it requires Joanne's input.
Thursday only — send weekly wrap-up report to Broker
Posts published, engagement highlights, leads received via DM, anything unusual to flag. Send by 2:30 PM Thursday — last working day of the week.
What Needs Approval vs. What You Can Post Directly
✓ Post Directly — No Approval Needed
Community spotlights and neighborhood features
General real estate tips and education
Lifestyle and Las Vegas content
Engagement polls and question stickers
"Did you know?" and fun facts
Client testimonials (with written permission already on file)
Behind the scenes — office, team culture
Motivational or inspirational content
Reposting from approved community sources
✗ Always Get Approval First
Any post with market statistics or numbers
Just Listed or New Listing posts
Just Sold or Pending Sale posts
Property Management or landlord content
Lead capture posts with CTAs
Any post mentioning a specific property
Any post mentioning a client or transaction
Anything about interest rates or pricing
⚠️ When in Doubt — Ask First
If you are not sure whether a post needs approval — ask the Broker before posting. It is always better to ask than to post something that needs to be taken down.
Never delete a post that has already gone live without telling Joanne first.
Caption Guide — How to Write On-Brand Captions
Every Strata caption should feel professional, warm, and knowledgeable — never salesy or pushy. Here is the formula for each content type:
| Post Type | Caption Formula | Example Opening |
|---|
| Market Update | Stat + what it means for buyers/sellers + CTA | "The Las Vegas market this week — here's what it means for you." |
| Just Listed | Property highlight + key features + CTA to DM | "Now available in [Neighborhood] — [X] bed, [X] bath, and room for everything." |
| Just Sold | Congratulations + brief story + Strata pride | "Congratulations to our clients — keys in hand, chapter closed." |
| Community | Local insight + why it matters + Strata connection | "One of our favorite things about [Neighborhood]? [Feature]." |
| Education | Hook question or stat + tips + soft CTA | "Thinking about buying in 2026? Here's what most people don't know." |
Lead Capture
Posts designed to get buyers/sellers to raise their hand by commenting or DMing — so the Broker can follow up with them as potential clients. | Bold stat or fact + hook + clear CTA | "[Number] price reductions in the valley this week. Comment LIST for the full report." |
| PM / Landlord | Pain point + Strata solution + CTA | "Managing your rental property alone? Here's what most landlords wish they knew sooner." |
| Relocation | California vs. Nevada contrast + benefits + CTA | "Why are so many California families choosing Las Vegas? Here are the top reasons." |
Testimonial
Written permission required |
Client quote + what you helped them achieve + CTA |
"We always knew exactly what was happening." — The Martinez Family, First-Time Buyers |
Strata Voice & Tone
Always: Professional · Warm · Knowledgeable · Local · Trustworthy
Never: Pushy · Salesy · Urgent pressure · Unprofessional slang · Exaggerated claims
Hashtags: 5–10 per post · Always include #LasVegasRealEstate #StrataRealEstate #SWLasVegas · Never use misleading or unrelated hashtags
Fair Housing: Never reference race, religion, national origin, sex, disability, or familial status in any post. When in doubt, leave it out.
Brand Colors & Color Cascade
Use these colors consistently across all Strata social media posts, flyers, and email campaigns. Every post type has an assigned color — follow this guide every time you open Canva.
Color Assignment — What Color Goes With Each Topic
| Color |
Hex |
Use For These Post Types |
| Powder Blue |
#EEF0F5 |
Community · Education · Email Stationery · Flyer Backgrounds |
| Deep Navy |
#283B62 |
Market Update · Just Sold · Testimonial · Lead Capture |
| Logo Navy + Gold |
#1D437F |
Just Listed · Open House · Relocation · Brand Announcements |
| Periwinkle |
#B8C2D8 |
Property Management · Story Polls |
| Warm Tan |
#D1B995 |
New Construction · Lifestyle · Seasonal Content |
| Navy + Red Accent |
Special |
Price Reduction only — urgent, attention-grabbing |
| White + Accent |
Clean |
Community 4b · Education 5b · Testimonial 9b — elegant alternative |
The Strata Color Cascade — for carousels, flyer accents, highlight covers
★ Powder Blue #EEF0F5
Background only — social posts, flyers & email stationery. Sits outside the cascade.
Client Communication Guidelines
When responding to DMs, emails, or inquiries on behalf of Strata, always follow these standards:
✓ You Can Handle Directly
General questions about Strata's services
Requests for a callback from Joanne
Sharing guide links or resource links
Confirming appointment times
Thanking people for following or commenting
Directing people to stratareal.com
✗ Always Escalate to Joanne
Any question about a specific property price
Any question about commissions or fees
Anything related to an active transaction
Complaints or negative feedback
Legal or contract questions
Any media or press inquiry
Standard Response for Questions You Can't Answer
"Thank you for reaching out to Strata! I'll have Joanne follow up with you directly — she's the best person to answer this. You can also reach her at (702) 722-8833 or info@stratareal.com. We'll be in touch soon!"
Transaction Coordination
As Strata's transaction coordinator, The assistant manages the administrative side of every real estate transaction from contract to close. All decisions, negotiations, and client communications regarding contract terms are handled by the Broker — The assistant manages the paperwork, deadlines, and coordination.
📝 When a Contract is Executed (Days 1–3)
Open transaction file and log all parties
Buyer, seller, both agents, escrow officer, lender, title company — names, phones, and emails in the transaction file.
Confirm all contract dates and deadlines
Earnest money due date, inspection period end, appraisal deadline, loan contingency, closing date. Enter all into the calendar immediately.
Send intro email to all parties
Introduce yourself as Strata's transaction coordinator. Confirm their contact info and let them know you'll be their point of contact for all paperwork and scheduling.
Confirm earnest money deposit received by escrow
Follow up with escrow to confirm EMD was received by the contract deadline. Alert Broker immediately if not received on time.
Collect and organize all executed contract documents
Purchase agreement, addenda, agency disclosures, counter offers. All documents saved to the transaction file in Google Drive.
Order or confirm home inspection scheduled
Coordinate with buyer's agent or buyer to confirm inspector is scheduled within the inspection period.
🔍 Inspection Period
Confirm inspection appointment with all parties
Send reminder to buyer, buyer's agent, and listing agent 24 hours before inspection.
Collect inspection report when received
Save to transaction file. Send copy to Broker for review immediately.
Track inspection contingency deadline
Alert Broker 48 hours before inspection period expires. Any repair requests or responses must go through the Broker.
Collect signed inspection response / repair addendum
Once Broker negotiates, collect all signed documents and add to transaction file.
🏦 Loan & Appraisal
Confirm appraisal has been ordered by lender
Follow up with lender to confirm appraisal ordered within the contract timeline.
Track appraisal contingency deadline
Alert Broker if appraisal has not been received 5 days before the appraisal contingency expires.
Follow up with lender on loan status weekly
Check in with the lender every week to confirm loan is on track. Report any issues to Broker immediately.
Confirm Clear to Close received from lender
When CTC is issued, notify Broker immediately and confirm closing date with escrow.
🏁 Closing Week
Confirm closing date, time, and location with all parties
Send confirmation email to buyer, seller, escrow, and both agents at least 3 days before closing.
Request final closing disclosure from escrow
Review for accuracy — flag any discrepancies to Broker before closing day.
Confirm final walkthrough scheduled
Coordinate final walkthrough 24–48 hours before closing with buyer and listing agent.
Confirm closing documents signed and recorded
Follow up with escrow after closing to confirm deed recorded and funds disbursed. Update transaction file to "Closed."
Archive complete transaction file in Google Drive
All documents saved and organized. File moved to "Closed Transactions" folder.
Send closing congratulations to client
Warm congratulations email or message on behalf of Strata. Broker to approve copy before sending.
⚠️ TC Golden Rules
Never negotiate repairs, credits, or contract terms — that is always the Broker's role.
Never promise a closing date to a client — always say "we are working toward [date]" and flag to Broker.
Never release earnest money or any funds — all disbursements are authorized by the Broker only.
If a deadline is at risk of being missed — alert the Broker immediately, not the day it's due.
Email Campaigns — Brevo
Strata uses Brevo (formerly Sendinblue) for email marketing campaigns. The assistant manages the scheduling, setup, and sending of campaigns — all email content and copy must be approved by the Broker before any campaign is sent.
📧 Monthly Email Campaign Workflow
First week — draft the month's email campaign calendar
Plan 1–2 campaigns per month. Common types: market update, new listings roundup, client tips, seasonal content, event announcements.
Draft email content in Brevo
Use Strata's brand colors (#283B62 navy, #C39A6B gold). Include Strata logo, professional subject line, and clear CTA. Keep emails concise — 3–5 sections maximum.
Send draft preview to Broker for approval
Send a test email to joanne@stratareal.com for review. No campaign goes out without Broker approval — no exceptions.
Make any edits requested by Broker
Update copy, images, or layout as directed. Send updated preview for final approval.
Schedule or send approved campaign in Brevo
Best send times for Las Vegas audience: Tuesday–Thursday, 9–11 AM Pacific time. Never send on Mondays or Fridays.
Monitor campaign performance 24–48 hours after send
Check open rate, click rate, unsubscribes. Share results with Broker. Industry average open rate is ~20% — aim for 25%+.
Manage contact list — add new leads, remove unsubscribes
Keep Brevo contact list current. New leads from social media DMs, open houses, or referrals should be added with Broker approval.
Brevo Email Standards
Subject lines: Keep under 50 characters · Be specific · Never use ALL CAPS or excessive punctuation
Brand colors: Navy #283B62 · Gold #C39A6B · Always include the Strata logo
Footer: Must include Strata's physical address, phone, and unsubscribe link — required by law (CAN-SPAM)
Frequency: Maximum 2 emails per month to the general list — do not over-email
Fair Housing: Same rules as social media apply to all email content
Monthly Tasks
📅 First Week of Every Month
Plan the month's content calendar
Map out all 4–5 weeks using the weekly schedule template. Plan 1–2 testimonial posts per month — confirm written client permission is on file before scheduling. Flag any approval-required posts early so Broker has time to review.
Review last month's social media performance
Note top performing posts, follower growth, DM leads received, and engagement rate. Share summary with Broker.
Update market stats for the new month
Market stats are provided by the Broker every Monday morning from Altos Research (altos.re) — the weekly data source for Las Vegas market conditions. Never source or post market stats independently. Wait for the Broker to share the weekly numbers before preparing the Monday post.
📅 End of Every Month
Send monthly performance report to Joanne
Posts published, total reach, engagement, leads from social, notable client interactions.
Archive this month's content
Save copies of all posts (image + caption) in the Strata Google Drive marketing folder.
Key Contacts
Strata Real Estate & Leasing
When in doubt — ask the Broker.
When you know — act with confidence.
Joanne Singson Olimpo, Broker · NVRE Lic: B.1002625
(702) 722-8833 · info@stratareal.com · www.stratareal.com
Confidential — Internal Use Only · 2026