# Onboarding Employee (Assistant)

# Standard Procedure for Onboarding a Team Admin

## **Purpose**

To deliver a smooth, supportive, and professional onboarding experience for administrative staff, ensuring they are confident in their role, connected to our team culture, and fully equipped to succeed from day one.

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## **Overview**

Administrative employees are vital to the daily operations and success of The Team. This onboarding process ensures clarity, structure, and early engagement with systems, workflows, and expectations.

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## **Step 1: Prepare Before Day One**

**Technology and Access Setup**

- Computer or laptop ready
- Email address and signature created
- Phone extension and voicemail set up
- Access to relevant platforms:
    
    
    - Google Workspace
    - CRM
    - BrokerBay (if required)
    - File management tools (Drive, Dropbox, etc.)
    - Internal communication tools (e.g., Slack, phone lists)
    - Remarketer

**Workspace Preparation**

- Desk or workstation fully set up
- Office supplies available
- Welcome materials and printed team documents prepared

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## **Step 2: Provide a Branded Welcome Package**

Should include:

- Mission, Vision, and Core Values of the team
- Overview of key team members and their roles
- Team policies and procedures handbook
- Organizational chart
- Calendar of meetings and key recurring tasks
- Branding guidelines for any public-facing communication
- Emergency contact sheet and safety procedures

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## **Step 3: First Day Experience**

**Welcome Activities**

- Personal welcome from Anna or Team Lead
- Desk tour and introduction to office logistics (kitchen, supplies, printer, etc.)
- Team introduction — in-person or via welcome message
- Walkthrough of the Playbook and SOP platform (BookStack)
- Overview of the role, daily responsibilities, and expectations
- Gift or note placed on the desk (e.g., branded mug, plant, or team card)

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## **Step 4: Training and Integration**

**Week 1**

- Orientation session covering tools, communication, and office systems
- Training on calendars, file sharing, email templates, and CRM workflows
- Shadowing another admin or operations staff (if applicable)
- Daily check-ins with supervisor or team lead

**Week 2–4**

- Introduce deeper tasks (e.g., listing coordination, data entry, scheduling, agent support)
- Provide task checklist and workflow documentation
- Set up recurring tasks in calendars or project tools
- Begin participation in internal meetings as appropriate
- Weekly 1:1 coaching or support meeting with supervisor

**End of Month 1 Milestones**

- Comfortable navigating core systems
- Completes recurring daily and weekly tasks independently
- Clear understanding of communication flow and team support expectations
- Documented 30-60-90 day goals

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## **Files and Resources**

- Onboarding Checklist
- Daily Task List Template
- Internal Contact Sheet
- Workflow Maps (e.g., listing setup, agent support tasks)
- Technology Access & Quick Reference Guide
- Calendar of Weekly and Monthly Routines
- Emergency and Office ProceduresSt