Office Administrator

About the role

This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy, and provides customer service. Duties may vary depending on the size of the real estate sales office.

Responsibilities

• Direct and coordinate the administrative activities in support of the real estate office.
• Oversee, maintain, and perform 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
  • Maintenance of office supply and marketing material inventories
  (35-45%)
• Oversee the processing and verifying of new listings and sales, including:
  • Entering listings and sales into the system
  • Ensuring accuracy and timely preparation of purchase agreements
  • Recording and maintaining all sold records
  • Preparing monthly reports
  (20-30%)
• Calculate advertising, proof, and submit ads for local newspapers.
• Distribute work to the office staff.
• May handle correspondence, mail, and support appointment setting.
• May maintain escrow account and monitor upcoming sales transactions for completeness and compliance, ensuring necessary information (e.g., payoff, abstract, title evidence, reports, mortgage documentation) is ordered and accurate. (15-20%)
• Provide support to sales associates, including:
  • 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 with billings, advertising, paperwork, and training
  Remain available and act as the first point of contact for sales associates. (15-20%)
• 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
  • 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. (10-15%)
• Coordinate special events, collateral material, flyers, handouts, and brochures. (0-5%)
• Provide telecommunication support, including:
  • Notice of phone number changes
  • Coordinate long-distance codes with the 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
  (0-5%)
• Perform any additional responsibilities as requested or assigned. (0-5%)

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 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
  • Following good safety practices in all activities

Requirements

• Bachelor’s degree in business administration or related field; or equivalent work experience and knowledge.
• Three to five plus years of related experience and demonstrated supervisory skills.

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.

Other

• Real estate license preferred.

Benefits

• Medical, Health Savings Account (HSA), Dental, Vision, Life Insurance
• Paid Vacation (PTO)
• 401(k) with employer match
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)