Office Administrator (Full-Time)

Job Description

Houlihan Lawrence is built on exceptional service, strong relationships, and seamless operations.

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We are seeking a highly organized and detail-oriented Office Administrator to serve as the backbone of our office operations in New Rochelle, NY. This individual will play a critical role in supporting agents, leadership, clients, and vendors while ensuring the office runs efficiently each day. The ideal candidate thrives in a fast-paced environment, enjoys juggling multiple priorities, and takes pride in creating a professional and welcoming experience for everyone who interacts with our company. This role combines administrative expertise, customer service excellence, and operational coordination to support a growing real estate business. This position is full-time at 37.5 hours per week, Monday through Friday onsite.

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This position provides administrative support for the branch office sales agents, and branch manager. Assists with special projects as needed and assist and provide backup to other office staff. Serve as liaison between perspective client, real estate agents, vendors and other departments within the company. Establish and maintain positive and productive work relationships with all agents, staff, customers, clients, and business partners. Be familiar with and comfortable using the company propriety systems and tools.

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Job Duties and Responsibilities (Essential Job Functions)

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Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

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1. Answer phone, schedule appointments, provide information, greet customers, orient clients to office/department services and personnel, and respond to information requests. (35-50%)

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2. Enter data, maintain and monitor data files, create files and documents, produce reports, process and verify paperwork, prepare billings, process invoices, proof documents, prepare mailings, prepare packets and handle correspondence, may provide recordkeeping and transferring earnest money funds. (25-45%)

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3. Assist with special projects as requested. (5-10%)

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4. Sort and distribute mail. (5-10%)

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5. Filing and copying. (5-10%)

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6. May serve as a backup to other office staff in their absence. (0-10%)

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7. Order office supplies and maintain office equipment. (0-5%)

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8. May handle travel arrangements and special meeting/event needs. (0-5%)

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9. Perform any additional responsibilities as requested or assigned. (0-5%)

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10. May provide work direction or distribute work to office positions. (0-5%)

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Performance Expectations

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· Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.

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· Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.

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· Establish and maintain positive and productive work relationships with all staff, customers and business partners.

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· Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.

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· 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.

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Qualifications

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Education:

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· Minimum of high school diploma or the equivalent.

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Experience:

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· One to three years clerical or administrative experience strongly preferred.

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Knowledge and Skills:

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· Knowledge of real estate, title and/or mortgage business helpful.

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· Strong computer and keying skills. Typing speed of 45-60 w.p.m.

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· Self-motivated, organized and detail oriented.

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· Ability to work independently and to prioritize and handle multiple tasks and projects concurrently.

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· Flexibility, schedule may require ability to work evenings and weekends.

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· Effective oral and written communication skills, interpersonal skills a customer-service focus and the ability to work as a member in a team-oriented environment.

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Wage: $19.00 - $28.00 hourly; actual wage is based upon education and experience.

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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)

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Equal Opportunity Employer

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