Office Administrator (Scottsdale)

Job Description

Job Description

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 and additional tasks as needed.

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:

• Answer phone calls utilizing a multi-line telephone system and route calls to appropriate departments or personnel.
• Process email correspondence and sort/distribute physical mail.
• 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.
• 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.
• 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.
• Assist the Branch Manager in coordinating the new hire onboarding and/or termination processes for the office’s Real Estate Agents.
• 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.
• 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.
• Have knowledge/Experience with Social Media Platforms such as Facebook, Zoom, Instagram, Tik Tok, and more.
• Ability to record training classes and events as well as being able to post on our various social media pages.  
• Perform additional responsibilities as needed to support branch operations and business needs, as directed by the Branch Manager.

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

Qualifications:
Required:

• 1-2+ years of experience in an Administrative Support role.
• 2+ years of Customer Service experience is required.
• High School Diploma or equivalent.
• Excellent communication skills and computer knowledge with proficiency in Microsoft Office Suite and Google Suite.
• 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.

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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