Office Administrator

Purpose of Job

The Office Administrator 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.

Job Duties and Responsibilities (Essential Job Functions)

• Office Operations Management: Oversee, maintain, and manage day-to-day sales office operations, including record keeping, filing, assisting the sales/branch manager, and tracking expenses.
• Commission Processing: Oversee all aspects of commission processing, including preparing commission statements, coordinating with escrow companies, recording commission checks, and ensuring accurate transaction accounting.
• Commission Correspondence and Distribution: Handle all commission-related correspondence and ensure the timely and accurate distribution of payments.
• Lease Transaction Management: Responsible for processing all lease transactions and managing associated accounting details.
• New Hire Onboarding: Manage the entire onboarding process for new recruits, including preparing and processing all new hire paperwork and coordinating with the Licensing and IT Departments to ensure a seamless transition.
• Marketing Payments and Reimbursements: Process all marketing payments and reimbursements efficiently and accurately.
• Sales Associate Support: Act as the first point of contact for sales associates, providing assistance and guidance as needed.
• Liaison Role: Serve as the primary liaison between staff, managers, and sales associates to ensure effective communication and operational efficiency.
• Event Coordination: Assist with the coordination of special office events, including awards ceremonies, holiday celebrations, and other office functions.
• Mathematical Proficiency: Demonstrate a strong understanding of basic math concepts to support accurate financial processing and reporting.

Perform any additional office administrator-related responsibilities as requested or assigned.

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 timeframes 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.

Qualifications

Education:

• Bachelor's degree in business administration or related field; or equivalent work experience and knowledge.

Experience:

• Three to five years of related experience and demonstrated leadership and supervisory skills a plus.

Knowledge and Skills:

• Real Estate Knowledge: Strongly preferred knowledge of the real estate industry, including its processes and terminology.
• Banking and Finance Expertise: Familiarity with banking and financial principles is a plus.
• Technical Proficiency: Strong computer skills with proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Communication Skills: Excellent oral and written communication skills to effectively interact with colleagues, clients, and stakeholders.
• Interpersonal and Leadership Abilities: Strong interpersonal skills with demonstrated leadership abilities and a customer-service focus.
• Analytical and Problem-Solving Skills: Effective analytical, problem-solving, and decision-making skills with a keen attention to detail and the ability to take initiative.
• Project Management: Strong project management skills, including the ability to prioritize and manage multiple tasks and projects concurrently.
• Ability to Work Under Pressure: Capability to handle stress and work effectively in a high-pressure environment.

Wage: $27.00 - $31.00 hourly; actual wage is based upon education and experience.

Benefits: 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