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Job Description
The Office Administrator leads the office in manager’s absence, assuring the needs of sales associates and the Brokerage Manager are met, while maintaining a reliable, personable, team-oriented and professional disposition. One of the key functions is to work closely with Brokerage Manager in agent recruitment and retaining of agents to increase SIR office production and dollar volume. Also manages the daily office operations including but not limited to processing sale and rental commissions, maintaining all agent and property files, handling license and agent membership renewals, office HR. Works closely with corporate staff, vendors, accounting and Trident reports. Maintains the highest level of confidentiality and trust with secure information
- Takes lead responsibility to onboard new agents and manage the agent assimilation process and manage the training of new agents; assigns appropriate responsibility to other support team members for new agent orientation and trainings in their areas of responsibility, e.g., marketing, listings, etc.
- Collaborate with Brokerage Manager regarding creative problem solving strategies (out of the box) in this very competitive marketplace regarding putting together deals, recruitment and retention of both active agents and referral agents, evolving staff job descriptions and office design
- Plan, organize and facilitate networking events, community, office events and parties for clients and teams, boosting morale, teamwork and production.
- Run office in Brokerage Manager’s absence such as reviewing and signing listing agreements, change forms etc. as well as run interference with client/listing issues
- Assist in onboarding and training new hires, explaining compensation benefits
- Manage office operations on a day to day basis, assuring adequate coverage in all areas and ensuring that any and all facilities issues are promptly addressed
- Review and audit sales files
- Manage Processing commissions
- Work with sales professionals to improve performance
- Manage referral agents in our Referral LLC
- Manage key vendor and supplier relationships and/or effectively transition vendor relationship management of certain vendors to the Office Coordinator
- Manage Broker Manager T&E reports
- Maintain sales associate licensing and process required paperwork
- Track changes in real estate and SIR regulations and ensure documentation is in compliance with statutes and laws
- Manage accounting system including invoice agents, oversight of OC to ensure external vendor bills are paid timely, collect agent A/R.
- Oversee ongoing maintenance/replacement/ installation of computer and phone systems and equipment as needed and requested
- Provide transactional support for real estate agents and brokers.
- Responsible for complying with proper internal controls as necessary to conduct job.
Job Requirements:
- Bachelor’s Degree in business, office administration or equivalent years of experience.
- Three or more years’ experience in a customer centric business environment with administrative responsibility for office operations.
- Real Estate background preferred
- Comfortable working on computer and computer applications with advanced level proficiency in Microsoft Office: Word, Excel, PowerPoint and Outlook. Knowledge of MS Publisher would be beneficial.
- Proficient and skilled in social media applications including Facebook, LinkedIn, Twitter, company web pages, MLS
- Creative problem-solving skills.
- Strong customer service skills with excellent communication skills, both verbal and written.
- Ability to interact successfully with both internal and external customers at all levels.
- Ability to multitask, prioritize and be flexible with changing business needs in a team environment.
