Office Administrator Jobs

Job Purpose:

The Office Administrator is the face of our company and is responsible for spreading our COOLture to our clients, guests, and real estate agents in addition to coordinating the office’s administrative support functions. This includes answering and transferring phone calls, processing email correspondence, greeting all guests at the front desk, and assisting with managing the Branch Manager’s calendar.

The Office Administrator also plays an important role in supporting our Arizona Real Estate Compliance team by processing a daily log, preparing reports and audits, and supporting the onboarding/offboarding processes for our office’s Real Estate Agents.

Essential Functions:

• Perform any additional duties as assigned or requested by Branch Manager.
• Answer phone calls utilizing a multi-line telephone system and route calls to appropriate departments or personnel.
• Support the Compliance team’s operations by processing a daily commission log and paperwork, reviewing and preparing commission instructions for signature, reviewing select files in SkySlope for Compliance Manager to complete, and assisting with check distribution.
• Assist the Branch Manager with their calendar management and scheduling appointments as needed.
• Greet all office visitors and provide a warm and welcoming experience; maintain the appearance of the reception area and office.
• Assist with driving Real Estate Agent engagement and retention by completing monthly check-in calls, preparing cards for birthdays and anniversaries, and providing updates on office events.
• Prepare and process various audits and reports for the Operations team and Compliance Manager utilizing Microsoft Excel/Google Sheets, SkySlope, and Realty ONE Group’s zONE.
• Assist the Branch Manager in coordinating the new hire onboarding and/or termination processes for the office’s Real Estate Agents.
• Process email correspondence and sort/distribute physical mail.
• Build and maintain relationships with the office’s Real Estate Agents to provide a positive experience and assist agents with general inquiries on office operations.

Organizational Relationships:

Has frequent contact and communicates with employees, real estate agents, Branch Manager, Compliance Department, and vendors.

Qualifications:

• Able to work in a fast-paced environment.
• Resourceful, well organized, highly dependable, efficient and detail oriented.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• 2+ years of Customer Service experience is required.
• High School Diploma or equivalent.
• 1-2+ years of experience in an Administrative Support role.
• Excellent communication skills and computer knowledge with proficiency in Microsoft Office Suite and Google Suite.

Physical Demands & Work Environment:

The Office Administrator must be able to bend, stoop, stand, and sit for various lengths of time. They must be able to lift and carry items up to 20 lbs.

This is primarily a sedentary office classification and employees work in an office with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Cognitive Demands:

The Office Administrator must be able to multi-task various projects at once and work well under tight deadlines with a friendly, professional, and customer-centric demeanor.

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