Administrative Coordinator

Job Description

Job Description

We are looking for:

• Strong organizational skills and exceptional attention to detail
• Ability to manage multiple priorities, deadlines, and follow-ups
• Excellent written and verbal communication skills
• Comfortable working with numbers, spreadsheets, records, and monthly billing
• Ability to learn systems, procedures, and agent-related processes quickly
• Proactive problem-solver who looks for answers and takes ownership
• Strong follow-through, someone who makes sure things actually get completed
• Professional and comfortable communicating with agents, leadership, staff, and outside vendors
• Able to handle confidential and sensitive information with discretion
• Team-oriented and willing to jump in wherever needed

Key Responsibilities Include:

• Supporting the MCA and Team Leader with day to day administrative and operational needs
• Comfortable with cold calling, proactively contact newly licensed agents, introduce them to our brokerage, generate interest, and schedule appointments with the Team Leader to discuss joining our office
• Assisting with agent onboarding and offboarding communications
• Maintaining accurate agent information and following up on pending items
• Learning and assisting with agent-related processes, including splits/caps, E&O, Board/MLS matters, licensing, and production transfers
• Handling and coordinating monthly billing with accuracy and attention to deadlines
• Responding to agent and staff questions and directing requests when necessary
• Coordinating meetings, trainings, office events, and special company events
• Communicating and coordinating with Marketing, Agent Services, Transaction Coordination, leadership, and other departments
• Tracking requests, action items, and follow-ups for the Team Leader
• Assisting with travel, reservations, scheduling, receipts, reimbursements, and other administrative needs
• Helping maintain smooth day-to-day office operations

It's important for the Administrative Coordinator to take notes, stay organized, follow through, communicate when something is pending, and ensure details are correct.