Office Administrator

Purpose of Job

This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, interprets and enforces company policy and provides customer service.

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.

• Perform daily branch office operations which may include maintaining office appearance, distributing and processing mail, maintaining office supplies and forms. Open and close office daily, answer phones, greet visitors, schedule appointments and assist with client communications.
• Manage office supplies and assist with agent billing.
• Act as a liaison between sales associates and office management. Provide support to branch manager and back-up support for other clerical staff as needed.
• Coordinate office events and meetings. Setup and break down meetings.
• Oversee the processing and verifying of new listings and sales. Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports. Calculate advertising, proof and submit ads for local newspapers. Distribute work to the office staff. May handle correspondence, mail and support appointment setting.
• Create brochures, flyers/postcards, sign-in sheets, promotional pieces as assigned. Create letters to clients, presentation materials, sales associate introduction cards and temporary business cards. Assemble buyers and sellers guides. May set up and update client and customer sphere of influence databases; create farming database for sales associates.
• Assist with technology setup for agents, troubleshoot issues and provide hands on training of technology tools and systems when needed.
• Provide Marketing support on tools and sites, including social media for the office and agents.
• Manage office social media accounts and assist management with placing recruiting ads
• Perform on boarding orientation for new sales associates. Process license application paperwork and ensure all paperwork is completed and processed in a timely manner.
• 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.

Preferred Qualifications

Education:

• Minimum high school diploma or the equivalent.
• Bachelor’s degree in business administration or related field; or equivalent work experience and knowledge.

Experience:

• Three+ years clerical or administrative experience.

Knowledge and Skills:

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

Wage:   $20.00 - $25.00 hourly (or) annually; 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