Office Administrator

This position provides administrative support to the Sales Leader and sales associates, oversees and performs office operation duties, interprets and enforces company policy, and provides customer service. Responsibilities may vary depending on the size of the real estate sales office.

Implement and support strategies to assist the Sales Leader, Independent Contractors, Office Staff, and Corporate Staff. The Office Administrator must be able to assist the Sales Leader. Responsible for the day-to-day operation of the office. Assist Sales Leader in administering and monitoring company policies for Independent Contractors and managing branch operations with an emphasis on growth.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary.  Refer to your sales leader, regional office administrator, or human resources for specific duties and performance expectations.

1.  Direct and coordinate the administrative activities to support the real estate office. Responsibilities include managing and maintaining day-to-day sales office operations, overseeing sales office transactions, invoicing, assisting sales leaders, ordering and stocking office supplies, managing marketing supplies inventories, and maintaining the front desk.
2.  Oversee the processing of sales transactions from contract execution to closing, ensuring compliance with brokerage standards and maintaining accurate documentation throughout the process. This includes managing sales contracts, recording and maintaining all required forms, and preparing monthly reports. Support agent retention by assisting sales associates in submitting complete and compliant contract documentation, including leases and sales contracts. Prepare and email the Compensation Distribution Authorization (CDA) to title companies on behalf of the brokerage and process all closings by receiving Closing Disclosures and closing out transactions in Skyslope, Lone Wolf, and NTREIS.
3. Provide support to sales associates by ensuring all paperwork is completed and processed promptly, offering assistance with documentation, and serving as the first point of contact for day-to-day needs. Conduct interactive orientation sessions for new sales associates and oversee their onboarding through the online ticketing system, providing training and guidance to ensure a smooth transition into the office.
4. Review, process, and submit check requests, manage monthly associate billing.
5. Process onboarding and offboarding of the New and Experience agents through the EHC online ticketing system.
6. Attend sales meetings and any meetings required by the company and the Sales Leader. Assist Sales Leader with planning office events, i.e., weekly sales meetings, happy hours, charity events, office parties, etc.
7. Coordinate with the facilities manager to maintain the building and grounds by submitting all maintenance and repair requests through the Service Channel system. This includes reporting building and equipment issues to ensure timely resolution and upkeep of the sales office environment.
8. Perform any additional duties and responsibilities as requested or assigned. 

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed, achieving desired results within expected time frames and with a high degree of quality and professionalism.
• Establish and maintain positive and productive work relationships with all staff, customers, and business partners.
• Demonstrate the behavioral and technical competencies necessary to complete job responsibilities effectively. Take personal initiative for technical and professional development.
• Follow the company's HR Policy, the Code of Business Conduct, and all subsidiary and department policies and procedures. This includes protecting confidential company information, attending work punctually and regularly, and following good safety practices.

Qualifications

Education:

• Bachelor’s degree in business administration or related field; or equivalent work experience and knowledge.

Experience:

• Three to five-plus years of related experience and office management skills.

Knowledge and Skills:

• Knowledge of real estate, title, and /or mortgage business is strongly preferred.
• Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher, and Access.
• Excellent oral and written communication skills.
• Effective interpersonal skills and leadership abilities. A strong customer service focus.
• Effective analytical, problem-solving, and decision-making skills; initiative, attention to detail, and being a team player.
• Project management skills; ability to prioritize and handle multiple tasks and projects concurrently.
• Ability to handle stress and work under pressure.
• Ability to work evenings and weekends. 

 

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

•  A Texas Real Estate license is preferred.

 

We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

 

Equal Opportunity Employer

 

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.