Office Administrator (Part Time)

Job Duties And Responsibilities

• Customer Interaction (0-40%)
  • Answer phone calls
  • Schedule appointments
  • Provide information
  • Greet customers
  • Orient clients to office/department services and personnel
  • Respond to information requests
• Internal Accounting Process (10%)
  • Process check deposits
  • 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
  • Handle correspondence
• Create and distribute purchase memorandums of agreements and commission invoices.
  • Utilize digital signature platforms
  • 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
  • Input listing data into MLS, ShowingTime, Sentrilock, and other relevant databases
  • Provide technical and administrative support for property listings
  • Video posting
  • Photography coordination
  • Virtual tour setup
• Special Projects (5%)
  • Assist with special projects as requested
• List Support & Marketing Coordination (40%)
  • Take initiative to assist agents in launching new listings
  • Input listing data into MLS, ShowingTime, Sentrilock, and other relevant databases
  • Provide technical and administrative support for property listings
  • Video posting
  • Photography coordination
  • Virtual tour setup
• Mail & Filing (5%)
  • Sort and distribute mail
  • Filing and copying
• Office Support (0-10%)
  • Manage day-to-day office operations, including supply management, invoice processing, transaction management, and document preparation
  • 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

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