Office Administrator

Job Description

Job Description

We are looking for an organized Office Administrator to support day-to-day operations for a real estate sales and leasing office in Larchmont, New York. This Long-term Contract position will play a key role in keeping transaction records accurate, coordinating listing documentation, and ensuring administrative workflows move smoothly from listing through closing. The ideal candidate brings strong attention to detail, solid Excel and data entry skills, and the ability to manage multiple priorities in a fast-paced office environment.

Responsibilities:

• Manage property and transaction files by preparing listing documents, collecting required signatures, and maintaining accurate electronic and physical records.

• Review new listings and completed sales for completeness, enter information into internal systems, and help ensure all documentation is processed on time.

• Prepare and track purchase-related paperwork, maintain closed-sale records, and compile recurring reports for office activity and performance.

• Coordinate marketing support for listings by calculating advertising details, proofreading content, and submitting materials to local publications and industry bulletin channels.

• Arrange listing-related materials such as disclosures, lockboxes, and signage to support timely property launches.

• Assign administrative tasks across office support staff and help maintain efficient daily workflow within the branch.

• Provide general office support by handling correspondence, sorting mail, and assisting with appointment scheduling as needed.

• Monitor transaction progress for accuracy and compliance, including following up on escrow-related items, title materials, mortgage documentation, and other required closing information.

• Experience in administrative support, office coordination, or transaction administration, preferably within real estate or a related industry.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Proficiency in Microsoft Excel and comfort working with digital records and reporting tools.
• Ability to manage multiple deadlines and keep documentation organized in a fast-paced environment.
• Clear written and verbal communication skills for coordinating with staff, vendors, and transaction partners.
• Familiarity with real estate listings, sales documentation, escrow processes, or closing support is preferred.
• Proven ability to handle confidential information with professionalism and good judgment.