Office Administrator

Purpose of JobAs a key individual on the support team, the Office Administrator creates an environment where agents can focus on what they do best by delivering seamless administrative, operational, and technological support. This role partners closely with the Branch Manager and Sales Associates to drive productivity, ensure compliance, and maintain efficient office operations. The position also plays a critical role in staff coordination, training support, and delivering a high level of customer service that enhances both agent and client experience.Job Duties and Responsibilities (Essential Functions)Common job activities are listed below; responsibilities may vary depending on the size and needs of the real estate sales office. Refer to your manager or Human Resources for specific expectations.Customer Interaction & Office Support (30-40%)Answer phones, greet clients, manage inquiries, and provide a welcoming and professional office environmentSchedule appointments and orient clients to office services and personnelDeliver exceptional customer service to agents, clients, and business partnersProvide backup support for office staff and assist with general office needsListing & Transaction Management (20-30%)Create and maintain property files for all new listingsPrepare and distribute listing documentation via DigiSign, and hard copyEnsure timely completion of compliance documents, including listing agreements, buyer agreements, disclosures, and required internal documentationMonitor listing status changes and coordinate updates with agentsManage transaction files in SkySlope, including accurate document uploads and organizationTrack buyside commission details from Exclusive Right to Sell agreementsCoordinate sign installation and removal with vendorsAssist with MLS input, ShowingTime, Sentrilock, and other listing platformsMaintain both digital and physical listing files in compliance with company standardsFinancial & Internal Accounting Processes (15-20%)Manage Profit Power tasks including listing input, deal tracking, and accuracy checksProcess and deposit checks and ensure proper transaction documentationCreate and submit invoices, including commission invoicing and office expensesCollect and maintain W-9 forms from brokersManage office invoices and ensure timely submission and paymentClose transactions across all required systemsData Management & Administrative Operations (15-25%)Maintain accurate data files, transaction records, and reporting systemsProduce reports, process paperwork, and verify document accuracyManage day-to-day office operations including supplies, equipment, and stationery inventoryCoordinate mail distribution, filing, and document managementSupport marketing coordination including listing launches, photography, and digital assetsAssist with special projects and office initiatives as neededStaff Support, Training & Office Leadership (5-10%)Support recruitment, onboarding, and training of agents and staff as directedProvide guidance and distribute work to office staff when appropriateReinforce and help implement company policies, procedures, and best practicesPartner with management to ensure smooth office operations and team effectivenessAdditional Responsibilities (0-5%)Perform other duties as assigned to support the success of the office and agentsPerformance ExpectationsConsistently meet performance and behavioral expectations established by managementExecute responsibilities with accuracy, professionalism, and within expected timeframesBuild and maintain strong working relationships with agents, staff, clients, and partnersDemonstrate initiative, accountability, and a commitment to continuous improvementUphold all company policies, including HR policies, Code of Business Conduct, and confidentiality standardsMaintain punctuality, reliability, and adherence to safety practicesQualificationsEducation:Bachelor's degree in business administration or related field preferred, or equivalent experienceExperience:3-5+ years of related administrative or real estate experienceDemonstrated ability to support office operations and coordinate staff activitiesKnowledge and Skills:Knowledge of real estate, title, or mortgage processes strongly preferredProficiency in Microsoft Office and transaction management platforms (SkySlope, MLS systems)Strong communication, organizational, and customer service skillsAbility to multitask, prioritize, and manage deadlines in a fast-paced environmentDetail-oriented with strong problem-solving and decision-making abilitiesTeam-oriented with leadership capability and initiativeOther Requirements:Flexibility to work evenings and weekends as needed.Wage: $21.00 - $33.33 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 EmployerEqual Opportunity Employer