Office Administrator

HomeServices of America; Allen (TX); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading company in the real estate sector is seeking an Office Administrator to provide administrative support to the Sales Leader and oversee office operations. The role involves managing daily office activities, assisting with sales processes, and ensuring compliance with company policies. Ideal candidates will have a Bachelor's degree and several years of supervisory experience. Strong communication and problem-solving skills are essential for success in this dynamic environment.

Benefits

Medical

Dental

Vision

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Qualifications

• 3-5 years of related experience with supervisory skills.
• Knowledge of real estate, title, or mortgage business preferred.

Responsibilities

• Manage day-to-day operations of the sales office.
• Assist sales associates with paperwork and training.
• Conduct new sales associate orientation.

Skills

Leadership

Communication

Problem-Solving

Project Management

Customer Service

Education

Bachelor’s degree in business administration

Tools

Microsoft Office

Job description

This position provides administrative support to the Sales Leader and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy, and provides customer service. Responsibilities may vary depending on the size of the real estate sales office.

Implement and support strategies to assist the Sales Leader, Independent Contractors, Office Staff, and Corporate Staff. The Office Administrator must be able to assist the Sales Leader. Responsible for the day-to-day operation of the office. Assist Sales Leader in administering and monitoring company policies for Independent Contractors and managing branch operations with an emphasis on growth.

Job Duties and Responsibilities (Essential Job Functions) Common job activities are listed below; actual position responsibilities may vary. Refer to your sales leader, regional office administrator, or human resources for specific duties and performance expectations.

• Direct and coordinate the administrative activities to support the real estate office. Responsibilities include managing and maintaining day-to-day sales office operations, overseeing listings and transactions, invoicing, assisting sales leaders, ordering and stocking office supplies, managing marketing supplies inventories, and maintaining the front desk. Additionally, report building and equipment maintenance through the Service Channel to the facilities manager. (35-45%)
• Oversee the processing of new listings and sales. Ensure the accuracy of sales contracts, record and maintain all forms, and prepare monthly reports. Delegate work to the office staff.
• Aid in retention by assisting sales associates in submitting accurate contract documentation, including but not limited to leases and sales contracts for completeness and compliance (15-20%)
• Provide support to the sales associates by ensuring paperwork is completed and processed promptly and conducting orientation for new sales associates. Includes assisting sales associates with paperwork and training. Remain available and act as the first point of contact for sales associates.
• Review, process, and submit check requests for lease commissions (5-10%)
• Coordinate with facilities manager by utilizing all requests through Service Channel to maintain building and grounds. (0-5%)
• Conduct new sales associate orientation and oversee onboarding through the online ticketing system. (5-10%)
• Process the termination of associates through the online ticketing system. (0-5%)
• Attend sales meetings and any meetings required by the company and Sales Leader. Assist Sales Leader with planning office events, i.e., weekly sales meetings, happy hours, charity events, office parties, etc. (10-15%)
• Manage, schedule, and approve time off for employees. (0-5%)
• Perform any additional responsibilities as requested or assigned. (0-5%)

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 complete job responsibilities effectively. 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.

Qualifications

Education:

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

Experience:

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

Knowledge and Skills:

• Knowledge of real estate, title, and /or mortgage business is 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; initiative, attention to detail, and being a team player.
• 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.

Other (licenses, certifications, schedule flexibility/OT, travel, etc.):

We offer a 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

Qualifications

Skills

Behaviors

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Motivations

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Education

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Licenses & Certifications

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.