Office Administrator

The office administrator provides support to the manager in the oversight of administrative support operations of the real estate office and is responsible to enforce and carry out company policy.
Oversee, maintain and perform the day-to-day administrative operations of the branch office.
Exercise initiative, judgment, and knowledge of company practices and organization.
Assists with special projects as needed.
Work is of a confidential nature and requires some analysis and preparation of written documents.

Job Duties and Responsibilities

The scope of the Office Administrator s responsibilities and duties may vary depending on the size of the real estate sales office.

1. Provide direction and coordinate the activities of clerical and office personnel in support of the real estate office.
   Oversee, maintain and perform the day-to-day operations of the branch office, including responsibility for the following areas:
   payment of bills, answering phones, record keeping, invoicing, marketing, filing, assisting office manager, tracking expense reports, greeting clients, maintenance of the building and equipment, and maintenance of office materials and supply inventories.
   (10-30%)
2. May maintain escrow account and monitor the upcoming sales transactions, reviewing for completeness and compliance and ensuring all necessary information has been ordered and is accurate, i.e.
   payoff, abstract, title evidence, reports, mortgage documentation, and other pertinent information.
   (10-20%)
3. Oversee the processing and verifying of new listings and sales, this may include entering the listings and sales into the system.
   Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports.
   Calculate advertising, submit ads for local newspapers, proof ads and process invoices for accounting advertising reports.
   Distribute work to the office staff positions.
   May handle correspondence and route/distribute mail.
   • May maintain appointment center for setting appointments.(10-20%)
4. Provide support to the sales associates in the branch office to ensure retention.
   This includes, processing license applications for new and transferred sales associates, ensuring all paperwork is completed and processed in a timely manner, conducting an orientation for all new sales associates to the office, assisting with the annual license renewal process, assisting sales associates with billings, advertising, paperwork and training.
   Remain available and act as the first point of contact for sales associates.
   (10-20%)
5. Recruit, train, schedule and supervise office personnel.
   Act as liaison between staff, managers, and sales associates.
   Perform supervisory activities, including training, employee safety, selection and development of employees, employee counseling and motivation, and salary administration.
   Perform annual merit reviews and evaluate subordinates job performance.
   Assist in the preparation and administration of the department budget and reporting the work performed within the department.
   Provide backup support for staff as needed.
   (5-15%)
6. Provide telecommunication support, including:
   Provide notice of phone number changes.
   Coordinate long distance codes with long distance carrier as needed; assign voice mail and DID numbers for new agents; maintain voice mail computer system adding and deleting agents as required.
   • (This duty is assigned to the office administrator at Prudential Carolinas) (0-5%)
7. Perform any additional responsibilities as requested or assigned.
   (0 5%)

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
  
• Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
  
• Establish and maintain positive and productive work relationships with all staff, customers and business partners.
  
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities.
  Take personal initiative for technical and professional development.
  
• 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.
  

• Bachelor s degree in business administration or related field; or equivalent work experience and knowledge.
  

• Three to five plus years of related experience and demonstrated supervisory skills.
  

• Knowledge of real estate, title and /or mortgage business strongly preferred.
  
• Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher and Access.
  
• Excellent oral and written communication skills.
  
• Effective interpersonal skills and leadership abilities.
  A strong customer-service focus.
  
• Effective analytical, problem-solving and decision-making skills.
  Attention to detail and quality, team player, takes initiative.
  
• Project management skills; ability to prioritize and handle multiple tasks and projects concurrently.
  
• Ability to handle stress and work under pressure.
  
• Ability to work evenings and weekends.
  

• Possession of real estate license preferred.