Administrative Assistant (Floater)

HomeServices of America; Los Gatos (CA); On-site; USD 34,440 - 41,328; Full time

Benefits offered by this job

Medical

Health Savings Account

Dental

Vision

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

HomeServices of America is seeking an Office Administrator to support our branch office and real estate agents. The role serves as the main contact for agents, handling day-to-day operations and ensuring excellent customer service.

You will manage onboarding/offboarding, maintain rosters, process payables/receivables, and provide Tier 1 support for Intero platforms. Strong communication, organization and multitasking are essential.

Qualifications

• Minimum high school diploma or the equivalent.
• Three years clerical or administrative experience.

Responsibilities

• Perform daily branch office operations such as answering phones, greeting visitors, maintaining office appearance, distributing mail and supplies, and sending routine emails.
• Assist agents with general inquiries, IT setup (printers, Wi‑Fi) and coordinate with other departments for complex issues.
• Manage new agent onboarding, transfers, and offboarding, including agent orientation and tool logins.
• Maintain and update office rosters, spreadsheets and the office website with current contact information and photos.
• Manage social media postings for the office, including announcements and events.
• Process accounts payables and receivables, including monthly agent billing.
• Provide Tier 1 support for Intero platforms and technology.

Skills

Communication

Organizational skills

Multitasking

Team player

Customer service

Attention to detail

Education

High school diploma

Job description

Description

This position performs daily branch office operations and provides support to real estate agents, management and branch administrative staff. Office Admin is the main point of contact for our agents. They serve as the communication and support center for the office and is dedicated to fostering an on-going positive relationship with the real estate agents and deliver exceptional customer service.

Job Duties and Responsibilities

(Essential Job Functions) Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

• Perform daily branch office operations which may include answering the phones, greeting visitors, maintaining office appearance, distributing mail/packages, maintaining office/kitchen supplies and sending out daily/weekly/monthly emails.
• As the first point of contact, assist agents daily with general inquiries, setting up printers, Wi‑Fi connection, etc. If the problem is advanced, the admin will reach out to the other departments for additional support.
• Manage new agent onboarding processes as well as offboarding and transfers within the corporate offices. This includes agent orientation and making sure the new agent has logins to all Intero tools.
• Maintain and update all office rosters and spreadsheets including the office website by making sure rosters are current and with correct info (photo, contact info, etc).
• Manage all social media postings for the office. i.e. new agent announcements, events, holidays, etc.
• Process accounts payables and receivables. This includes processing all incoming transaction closings and monthly agent billing.
• Perform any additional responsibilities as requested or assigned by corporate headquarters or other departments.
• As Tier 1 support, guiding agents on how to use all of Intero’s platforms and technology.

Performance Expectations

• 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.

Qualifications

Education

• Minimum high school diploma or the equivalent. Secondary education preferred.

Experience

• Three years clerical or administrative experience.

Knowledge and Skills

• Knowledge of real estate business preferred.
• Strong verbal and written communication skills.
• Ability to prioritize and handle multiple tasks and project concurrently.
• Strong organizational skills, accuracy/quality, detail-oriented.
• Strong interpersonal skills, a customer service focus and the ability to work as member in team-oriented environment.
• Effective analytical and problem‑solving skills. Attention to detail.

Wage

$25.00 - $30.00 hourly (or) annually; actual wage is based upon education and experience.

Benefits

Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.