Office Administrator

Description

Purpose of Job

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.

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

Listing & Transaction Management

• Create and maintain property files for new listings.
• Prepare and distribute listing paperwork via Digi Sign, Dotloop or hard copy to agents when forms change.
• Assist agents with timely completion of compliance documents (Listing & Buyer agreements, property disclosures, internal Home Services required docs)
• Monitor listing status changes (e.g., “Coming Soon” to “Live”) and update systems accordingly (coordinate with the listing agent)
• Request sign installation and removal from vendors.
• Track buyside commission details from Exclusive Right to Sell (ERS).
• Create and manage files in Sky Slope and Dotloop, ensuring proper document splitting and upload accuracy.
• File physical documents in the active listings cabinet and store a digital version in Sky Slope.

Financial Management of Transactions

• Manage all Profit Power tasks (listing input, deal flow, accuracy checks).
• Process and deposit checks.
• Manage and submit all office invoices.
• Collect W-9 forms from brokers.
• Create invoices for attorneys.
• Close deals across all platforms.

Administrative support

• Manage office supplies and equipment.
• Track and manage stationery inventory and orders.
• Answer phones, greet clients, and manage general inquiries.
• Assist with MLS listing input
• Provide backup support for other office staff.

• 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.

Education:

• Bachelor’s degree; or equivalent work experience and knowledge.

Experience:

• Previous experience in administrative or real estate support roles

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.
• 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.

$35.90 - $40.00 hourly; actual wage is based upon education and experience.

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
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.