Office Administrator

Purpose of Job

The Office Administrator/BTA provides administrative support and exemplary customer service to the branch manager and sales associates and provides oversight and direction with daily office processes.  In addition, the position supports the branch manager in recruiting and training staff efforts and performs office operation duties. The primary responsibility of this position is to review compliance and process electronic transactions submitted by the Sales Executive. This position ensures that all local, state, and federal real estate laws are being followed to ensure company compliance. 

Job Duties and Responsibilities (Essential Job Functions)

• Perform daily branch office operations, which includes but is not limited to managing the reception desk, answering all incoming phone calls, acknowledging, greeting, and assisting all incoming clients, opening office, maintaining office appearance, distributing, and processing mail, and maintaining office supplies and forms.
• Provide administrative support to the Branch Manager as needed, which includes communicating regularly with Branch Manager regarding branch office operations, scheduling appointments and assisting with client or agent communications.
• Act as a liaison between sales associates and office management and may train and assist agents as needed with office equipment and computer programs.
• Create brochures, flyers/postcards, sign-in sheets, promotional pieces, as assigned.
• Work closely with Brokerage to ensure complete compliance on all transactions and communicate regularly with the AZ Brokerage team on transaction compliance.
• Process all files submitted to your office for compliance and completion. Process all closings submitted first, then production.
• Log all closings and production to Brokerage by 2:00pm of the current business day.
• Process any title, rental, and referral checks received in the branch and overnight to Corporate for deposit.
• Manage social media platforms for the office.
• Remain up to date with policies and procedures.
• May process license application paperwork for new, renewing and transferred sales associates.

Perform any additional administrative and support 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 timeframes 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 effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

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

 Experience:

• A minimum of three years clerical or administrative experience or demonstrated skills a plus.

Knowledge and Skills:

• Knowledge of real estate, title and/or mortgage business preferred.
• Strong computer skills; proficient in Microsoft Office products.
• Strong verbal and written communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Strong organizational skills, accuracy/quality, detail oriented.
• Strong interpersonal skills, a customer service focus, and the ability to work as a member in team-oriented environment.
• Effective analytical and problem-solving skills.
• Knowledge of Sky Slope and DPN

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