Office Administrator

Purpose of Job

As a key individual on the support team, you will create an environment where agents can focus on what they do best by providing seamless technological solutions, marketing support, and administrative assistance. Your expertise will directly contribute to agent productivity, satisfaction, and ultimately, their success.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary.  Refer to your manager or human resources for specific duties and performance expectations.

• Customer Interaction (0-40%)

• Answer phone calls, schedule appointments, provide information, greet customers, orient clients to office/department services and personnel, and respond to information requests.

• Internal Accounting Process (10%)

• Process check deposits and ensure accurate and timely documentation of all transactions.

• Data Management & Administrative Support (30%)

• Enter data, maintain and monitor data files, create files and documents, produce reports, process and verify paperwork, prepare billings, process invoices, proof documents, prepare mailings and packets, and handle correspondence.
• Create and distribute purchase memorandums of agreements and commission invoices.
• Utilize digital signature platforms and maintain both digital and paper files.
• Manage day-to-day office operations, including supply management, invoice processing, transaction management, and document preparation.

• Listing Support & Marketing Coordination (40%)

• Take initiative to assist agents in launching new listings, including input of listing data into MLS, ShowingTime, Sentrilock, and other relevant databases.
• Provide technical and administrative support for property listings, including video posting, photography coordination, and virtual tour setup.

• Special Projects (5%)

• Assist with special projects as requested.

• Mail & Filing (5%)

• Sort and distribute mail.
• Filing and copying.

• Office Support (0-10%)

• Serve as a backup to other office staff in their absence.
• Order office supplies and maintain office equipment.
• Handle travel arrangements and special meeting/event needs.
• Provide work direction or distribute work to other office positions.

• Additional Responsibilities (0-5%)
• Perform any additional 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 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:

• Three to five plus years of related experience and demonstrated supervisory skills.

Knowledge and Skills:

• Knowledge of real estate, title and /or mortgage business 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 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. 

Wage:   $21.50 - $33.33 hourly; actual wage is based upon education and experience. 

Benefits:   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