Office Administrator

About Us

Sotheby's International Realty® is one of the world’s most prestigious names in real estate, with a luxury franchise network established in 2004. The network includes approximately 990 franchise and company-owned offices globally and over 24,000 independent sales associates across 75 countries and territories. Franchise affiliates benefit from an association with the venerable Sotheby’s auction house. Sotheby’s International Realty is a subsidiary of Anywhere Real Estate Inc., a company moving real estate forward with leading integrated services, including franchise, brokerage, relocation, and title and settlement businesses, as well as mortgage and title insurance underwriter joint ventures. Anywhere supports nearly 1 million home sale transactions annually and operates in more than 118 countries and territories.

About the Role

We're looking for a highly organized, service-minded Office Administrator to join our luxury real estate brokerage in the Cape Cod region. This full-time, in-office role is ideal for someone who enjoys supporting others, building relationships, and helping a busy office operate seamlessly. The role serves as a key resource for agents and leadership, managing escrow accounts, commission processing, accounts payable and receivable, transaction file administration, referrals, onboarding, and office operations. The ideal candidate is detail-oriented, customer-focused, and comfortable balancing multiple priorities while ensuring seamless office workflows, supporting agent productivity, and delivering an exceptional experience for both internal and external stakeholders.

Responsibilities

• Manage sales and rental escrow accounts, including opening and closing escrow accounts, bank deposits, and monthly reconciliations.
• Create and maintain property sale files, including escrow information, offers, purchase and sale contracts, and related documents in the HomeBase database.
• Prepare closing packets for property sales and coordinate closing documents and funds with corporate accounting.
• Process commission checks for sales, rentals, and referrals.
• Process accounts payable, including coding monthly invoices and submitting them for corporate processing.
• Process accounts receivable, accept and process payments, oversee agent accounts, and monitor account balances.
• Oversee office equipment, facilities maintenance, office supply orders, and serve as a liaison with the corporate office for IT-related issues.
• Support onboarding for new employees and agents, including required documentation, orientation, training support, business cards, and phone setup.
• Serve as referral coordinator for Cape Cod offices, managing incoming and outgoing client referrals through online referral network platforms.
• Assist the Brokerage Manager with monthly marketing forecasting and provide daily, weekly, monthly, and annual data reports from reporting systems.
• Review office workflow and recommend process improvements as needed.
• Perform other duties as assigned.

Requirements

• Bachelor's degree or equivalent; may consider candidates without a degree given applicable work experience.
• 1+ years of experience in a customer-centric business environment with administrative duties.
• Proficiency in Microsoft Office Suite.
• Excellent interpersonal skills, both verbal and written.
• Diligent with excellent organization skills.
• Ability to interact with both internal and external customers at all levels.
• Professional demeanor and ability to defuse difficult situations in a calm manner.
• Ability to prioritize and be flexible with changing business needs in a high-paced team environment.
• Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs).