Administrative Assistant (Floater)

HomeServices of America; San Jose (CA); Hybrid; USD 28,000 - 36,000; Full time

Benefits offered by this job

Medical Insurance

401(k) with employer match

Paid Vacation (PTO)

Dental

Vision

Life Insurance

HSA

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

HomeServices of America in San Jose, CA is seeking a detail-oriented Office Administrator to support real estate agents and branch staff. The role serves as the contact point for agents and helps maintain office operations, communications, and service quality.

You will handle onboarding and offboarding, rosters, and basic IT setup, manage accounts payable/receivable, and coordinate social media for the office. A friendly, proactive attitude and strong organizational skills are essential.

Qualifications

• High school diploma or equivalent; secondary education preferred.
• Three years clerical or administrative experience.
• Knowledge of real estate business.
• Strong verbal and written communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Strong organizational skills, accuracy/quality, detail-oriented.
• Strong interpersonal skills, customer service focus and team orientation.
• Effective analytical and problem-solving skills.

Responsibilities

• Perform daily branch office operations such as answering phones, greeting visitors, maintaining office; distributing mail and supplies; sending emails.
• Assist agents daily with general inquiries and basic IT setup (printers, Wi-Fi); escalate to other departments for complex issues.
• Manage onboarding and offboarding processes for agents including logins to Intero tools.
• Maintain and update office rosters, spreadsheets, and website information (photo, contact info).
• Manage social media postings for the office (news, events, holidays).
• Process accounts payable and receivable, including agent billings.
• Perform additional responsibilities as requested by corporate or other departments.
• Provide Tier 1 support and guidance to agents on Intero platforms and technology.

Skills

Customer service

Communication

Organization

Multitasking

Teamwork

Attention to detail

Problem solving

Education

High school diploma or equivalent

Job description

CA-San Jose-Meridian Ave
San Jose, CA 95125, USA

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 you 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: $20.00 - $26.00 hourly; 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.