Office Administrator

HomeServices of America; Armonk (NY); On-site; USD 30,307 - 49,593; 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 seeks an organized office administrator to support agents by handling data management, marketing coordination, and daily office operations in Armonk, NY. You will manage listings, input data into MLS and related platforms, prepare reports, and assist with deposits and paperwork.

The role emphasizes strong communication, customer service, and the ability to multitask across multiple responsibilities while maintaining accuracy and efficiency in a fast-paced real estate

Qualifications

• Bachelor’s degree in business administration or related field, or equivalent work experience.
• Strong communication skills and customer service focus.
• Experience with real estate or title/mortgage context is preferred.

Responsibilities

• Answer phone calls, schedule appointments, greet customers, and provide information.
• Process deposits and ensure accurate documentation of all transactions.
• Enter data, create files and reports, process invoices, and manage correspondence.
• Assist agents with listings, including MLS input, ShowingTime and other databases.
• Support marketing for listings, including video, photography, and virtual tours.
• Assist with special projects as requested.
• Sort and distribute mail, filing and copying.
• Provide backup to other staff and manage supplies and travel arrangements.
• Perform additional responsibilities as requested.

Skills

Real estate knowledge

MS Office

Communication skills

Interpersonal skills

Customer service

Analytical skills

Project management

Multi-tasking

Stress management

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Publisher

Microsoft Access

Job description

Purpose of Job

As a key individual on the support team, you will create an environment where agents can focus on what they do best by providing seamless technological solutions, marketing support, and administrative assistance. Your expertise will directly contribute to agent productivity, satisfaction, and ultimately, their success.

Job Duties and Responsibilities (Essential Job Functions)

• Customer Interaction (0-40%)
  • Answer phone calls, schedule appointments, provide information, greet customers, orient clients to office/department services and personnel, and respond to information requests.
• Internal Accounting Process (10%)
  • Process check deposits and ensure accurate and timely documentation of all transactions.
• Data Management & Administrative Support (30%)
  • Enter data, maintain and monitor data files, create files and documents, produce reports, process and verify paperwork, prepare billings, process invoices, proof documents, prepare mailings and packets, and handle correspondence.
  • Create and distribute purchase memorandums of agreements and commission invoices.
  • Utilize digital signature platforms and maintain both digital and paper files.
  • Manage day‑day office operations, including supply management, invoice processing, transaction management, and document preparation.
• Listing Support & Marketing Coordination (40%)
  • Take initiative to assist agents in launching new listings, including input of listing data into MLS, ShowingTime, Sentrilock, and other relevant databases.
  • Provide technical and administrative support for property listings, including video posting, photography coordination, and virtual tour setup.
• Special Projects (5%)
  • Assist with special projects as requested.
• Mail & Filing (5%)
  • Sort and distribute mail.
  • Filing and copying.
• Office Support (0-10%)
  • Serve as a backup to other office staff in their absence.
  • Order office supplies and maintain office equipment.
  • Handle travel arrangements and special meeting/event needs.
  • Provide work direction or distribute work to other office positions.
• Additional Responsibilities (0-5%)
  • Perform any additional responsibilities as requested or assigned.

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

• 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 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 a team player.
• Project management skills; ability to prioritize and handle multiple tasks and projects concurrently.
• Ability to handle stress and work under pressure.

Wage

$21.50 - $35.37 hourly; actual wage is based upon education and experience.

Benefits

• Medical
• Health Savings Account
• Dental
• Vision
• Life Insurance
• Paid Vacation (PTO)
• 401(k) with employer match
• Flexible Spending Account
• Employee Assistance Program (EAP)

Equal Opportunity Employer