Office Manager / Creative Admin

Office Manager


SUMMARY: The Office Manager serves as the first point of contact and provides administrative and marketing support for the designated office. The Office Manager is also responsible for maintaining office equipment and managing the facilities and maintenance. The position requires the ability to multi-task, show initiative, use good judgment in problem-solving, to assume responsibility and achieve results.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Manages facilities maintains office equipment; schedules maintenance as needed; orders office furniture/equipment; serves as primary contact for building property management.
• Maintains relationships between vendors and suppliers.
• Oversees and approves invoices as related to facilities and other vendors.
• Updates information in property software system: transactions, changes, expired listings, listing cancellation, etc.
• Provide administrative and operational support to brokers, while supporting all aspects of the agent lifecycle, including onboarding, agent renewals, license renewals, direct deposit requests, reporting, and ongoing agent-related processes
• Manages listing files and correspondence: ensuring paperwork is complete, drafting documents, closing checklists, notifying Corporate, etc.
• Sets up new agents, connects systems, and provides paperwork to the corporate office.
• Routinely corresponds with the finance department, ensuring appropriate delivery of agent disbursements, closing records, deposits, banking information, etc.
• Enters buyer/seller information, closing dates, etc. into accounting and property software system; uploads closing documents as needed.
• Responsible for incoming/outgoing office mail, including e-mail and faxes.
• Monitor/Coordinate yard sign installations to ensure Prosperity riders are included where required.
• Share information about company events and motivate strong office attendance.
  Leverage knowledge of the BHHS REsource Center to answer questions and support agent success.
• Maintain expertise in Toolkit CMA to support agents with customized CMA and listing presentation needs
• Enters and updates transaction information in property software system: seller/buyer, closing dates, sale date, sale amount, MLS information.
• Works with agents at various points in the transaction to ensure that all transaction paperwork and monies are submitted in a timely manner to be ready for scheduled closing.
• Answers multi-line telephone and responds to customer inquiries, greets and directs visitors.
• Assists in tracking transaction files and correspondence to scheduled closing: ensuring paperwork is complete, drafting documents, notifying Corporate, etc. (as needed)
• Assists in onboarding new agents with appropriate agencies and Corporate: ensures all necessary forms are submitted timely and correctly, updates MLS information
• Assist agents with technology and program issues.
• Assist agents with mailings on as needed basis (mail merging, printing, stuffing, stamping, etc.)
• Assists Manager in updating listing and sales boards on a weekly/monthly basis.
• Performs other duties as assigned.

QUALIFICATION REQUIREMENTS:

• Associates degree required, BS/BA strongly preferred.
• Prior experience in a prior administrative role required (internship or college work applicable).
• Must be detail oriented and results driven.
• Must be customer-service oriented and able to multi-task in a fast-paced environment.
• Positive, friendly and resourceful demeanor required.
• Working knowledge of MS Office applications required.

PHYSICAL DEMANDS: The physical demands that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to sit and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

WORK ENVIRONMENT: The work environment an employee is exposed to while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Normal office environment and the noise level in the work environment are moderate.

Compensation details: 58000-68000 Hourly Wage

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