Office Administrator

Duties and Responsibilities

• Direct and coordinate the administrative activities in support of the real estate office.
• Oversee, maintain and perform the day-to-day sales office operations, including: payment of bills, answering phones, record keeping, invoicing, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, building and equipment maintenance and maintaining office supply and marketing material inventories.
• Oversee the processing and verifying of new listings and sales, which may include entering the listings and sales into the system. 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.
• Maintain escrow account and monitor the upcoming sales transactions for completeness and compliance and ensure necessary information has been ordered and is accurate, i.e. payoff, abstract, title evidence, reports, mortgage documentation, and other pertinent information.
• Support the sales associates which may include, processing license applications for new, renewing and transferring sales associates, ensuring all paperwork is completed and processed in a timely manner, conducting orientation for new sales associates, assisting sales associates with billings, advertising, paperwork and training. Remain available and act as the first point of contact for sales associates.
• Recruit, train, schedule and supervise office personnel. Act as liaison between staff, managers, and sales associates. Perform supervisory activities, including training, employee safety, selection and development of employees, employee counseling and motivation, and salary administration. Perform annual merit reviews and evaluate subordinates’ job performance. Assist in the preparation and administration of the department budget. Provide backup support for staff as needed.
• Cook up special events, collateral material, flyers, handouts and brochures.
• Perform telecommunication support, including notice of phone number changes, coordinate long distance codes with long distance carrier as needed; assign voice mail and DID numbers for new agents; maintain voice mail computer system adding and deleting agents as required.

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.