Are you confident, driven, and enjoy having fun? Do you like making the place you work awesome while having exceptional organizational skills to manage the work, flow and feel of the workplace? Bring your enthusiasm, energy, and positive attitude to a thriving real estate office!
We are seeking a charismatic, proactive and upbeat individual to join our team as an Office Administrator. As the first point of contact for agents and clients, you'll be the friendly face and go-getter spirit that sets the tone for our office. If you thrive in a fast-paced environment, enjoy working with a dynamic team, and are passionate about the real estate industry, we want to hear from you! Join us and be a key player in creating exceptional experiences for our agents.
Key Objective
To streamline administrative operations and enhance office efficiency by overseeing daily office activities, managing schedules, coordinating client communications, and supporting agents and staff to ensure smooth real estate transactions and client satisfaction.
Responsibilities
General
- Providing a positive experience for agents and clients who enter the office
- 1st line of defense for answering questions and concerns
- Resolving questions and issues that arise. Help lead agents to solutions
- Directing clients and agents to the appropriate department.
- Monitoring voicemails & urgent email inbox items on weekends and evenings. Ensure company processes and procedures for office support are meeting needs.
- Maintain frontdesk1 email inbox
- Gather & sort mail daily
- Order supplies for companies
- Sort and distribute faxes
- Ensure smooth conference room scheduling and management as needed
- Run occasional errands
- Assist in maintaining cleanliness and organization in the kitchen, training rooms, conference rooms, and lobby
- Assist with emptying the refrigerator every month
- Assist in loading/unloading the dishwasher regularly
- Maintain a good office culture in a multitude of ways:
- Create and maintain company and building celebrations and holidays
- Coordinate, attend, and participate in administrative and other applicable department meetings
- Coordinate continuing education opportunities for agents, annually.
- Work alongside JPW Realty staff with company-wide Staff & Agent Recognition Program: Birthdays, Anniversaries, Holidays, Personal Achievements, Going the Extra Mile
Transaction Management and Coordination
- Input and edit new home listings across multiple platforms
- Input new listings, cancellations, relists, and add/edits into the Multiple Listing Service, Showing Time, BrokerWolf, and spreadsheet
- Complete Dotloop tasks and requests
- Audit Listing and Sale file for final compliance.
- Routinely evaluate audit processes and regulations with the Brokerage Team.
- Manage buyer and seller audit checklists. Ensuring compliance and status is up to date.
- Oversight of listing regulations and ensuring timelines of the job are completed appropriately and on time.
- Maintain Active and Inactive Agent Services Spreadsheet
- New agent data entry
Finance
- Complete closings of all transactions and filings. Including but not limited to:
- Deposit commission checks
- Cut Agent Commission Checks
- Prepare earnest money deposits and refunds
- Ensure the bank account has appropriate funding
- Fixing transaction errors in Brokerwolf
- Brokerage expenses and receipts
- Accounts receivable
- Reconciling accounts
Property Management:
- Accounts Payable & Receivable
- Monthly Quickbooks Reconciliation
- Monthly P&L / Balance Sheet Review
- Office Building Budget Analysis and Execution
- Tax-Related Tasks
- Assist Property Manager with tasks associated with rental properties
- Ensure the building is fully occupied, maintained, & assist tenants with their needs
- Email Inbox Monitoring
- License Renewals
*Job duties for this position will change as the company grows and the market changes. You are expected to evolve with the ever-changing nature of the industry, add value, and support as needed.
Job Type: Full-time
Pay: $58,000.00 - $63,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person