Office Administrator

Sotheby's International Realty Cape Cod Brokerages; Falmouth (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

Sotheby’s International Realty Cape Cod Brokerages is seeking an organized, service-minded Office Administrator for our luxury Cape Cod brokerage. This in-office, full-time role supports agents and leadership by handling escrow accounts, commission processing, AP/AR, transaction files, onboarding, and general operations.

The ideal candidate is detail-oriented, customer-focused, and adept at balancing priorities to keep office workflows seamless and to deliver an exceptional experience for

Qualifications

• Bachelor's degree or equivalent; may consider candidates without a degree given applicable work experience.
• 1+ years of experience in a customer centric business environment with administrative duties.
• Proficiency in Microsoft Office Suite.
• Excellent interpersonal skills both verbal and written.
• Diligent with excellent organization skills.
• Ability to interact with both internal and external customers at all levels.
• Professional demeanor and ability to defuse difficult situations in a calm manner.
• Ability to prioritize and be flexible with changing business needs in a high-paced team environment.
• Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs).

Responsibilities

• Manage sales and rental escrow accounts, including opening and closing escrow accounts, bank deposits, and monthly reconciliations.
• Create and maintain property sale files, including escrow information, offers, purchase and sale contracts, and related documents in the HomeBase database.
• Prepare closing packets for property sales and coordinate closing documents and funds with corporate accounting.
• Process commission checks for sales, rentals, and referrals.
• Process accounts payable, including coding monthly invoices and submitting them for corporate processing.
• Process accounts receivable, accept and process payments, oversee agent accounts, and monitor account balances.
• Oversee office equipment, facilities maintenance, office supply orders, and serve as a liaison with the corporate office for IT-related issues.
• Support onboarding for new employees and agents, including required documentation, orientation, training support, business cards, and phone setup.
• Serve as referral coordinator for Cape Cod offices, managing incoming and outgoing client referrals through online referral network platforms.
• Assist the Brokerage Manager with monthly marketing forecasting and provide daily, weekly, monthly, and annual data reports from reporting systems.
• Review office workflow and recommend process improvements as needed.
• Perform other duties as assigned.

Skills

MS Office

Interpersonal skills

Organizational skills

Customer service

Communication

Time management

Flexibility

Physical ability

Education

Bachelor's degree or equivalent

Tools

HomeBase database

Job description

We're looking for a highly organized, service-minded Office Administrator to join our luxury real estate brokerage in the Cape Cod region. This is a full-time, in-office role that is ideal for someone who enjoys supporting others, building relationships, and helping a busy office operate seamlessly.

This role serves as a key resource for agents and leadership, managing escrow accounts, commission processing, accounts payable and receivable, transaction file administration, referrals, onboarding, and office operations. The ideal candidate is detail-oriented, customer-focused, and comfortable balancing multiple priorities while ensuring seamless office workflows, supporting agent productivity, and delivering an exceptional experience for both internal and external stakeholders.

Join a team where your contributions are valued, your work makes an impact, and no two days are the same.

Key Responsibilities

• Manage sales and rental escrow accounts, including opening and closing escrow accounts, bank deposits, and monthly reconciliations.
• Create and maintain property sale files, including escrow information, offers, purchase and sale contracts, and related documents in the HomeBase database.
• Prepare closing packets for property sales and coordinate closing documents and funds with corporate accounting.
• Process commission checks for sales, rentals, and referrals.
• Process accounts payable, including coding monthly invoices and submitting them for corporate processing.
• Process accounts receivable, accept and process payments, oversee agent accounts, and monitor account balances.
• Oversee office equipment, facilities maintenance, office supply orders, and serve as a liaison with the corporate office for IT-related issues.
• Support onboarding for new employees and agents, including required documentation, orientation, training support, business cards, and phone setup.
• Serve as referral coordinator for Cape Cod offices, managing incoming and outgoing client referrals through online referral network platforms.
• Assist the Brokerage Manager with monthly marketing forecasting and provide daily, weekly, monthly, and annual data reports from reporting systems.
• Review office workflow and recommend process improvements as needed.
• Perform other duties as assigned.

Qualifications

• Bachelor's degree or equivalent; may consider candidates without a degree given applicable work experience.
• 1+ years of experience in a customer centric business environment with administrative duties.
• Proficiency in Microsoft Office Suite.
• Excellent interpersonal skills both verbal and written.
• Diligent with excellent organization skills.
• Ability to interact with both internal and external customers at all levels.
• Professional demeanor and ability to defuse difficult situations in a calm manner.
• Ability to prioritize and be flexible with changing business needs in a high-paced team environment.
• Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs).

About Us

Sotheby's International Realty® is one of the world’s most prestigious names in real estate and this luxury real estate franchise network was created in 2004. Since that time it has grown to approximately 990 franchise and company owned offices globally and over 24,000 independent sales associates in 75 countries and territories. Franchise affiliates benefit from an association with the venerable, centuries-old Sotheby’s auction house. Sotheby’s International Realty is a subsidiary of Anywhere Real Estate Inc.

Anywhere Real Estate Inc.(NYSE: HOUS) is moving real estate to what's next. Home to some of the most recognized brands in real estateBetter Homes and Gardens® Real Estate,Century 21®,Coldwell Banker®,Coldwell Banker Commercial®,Corcoran®,ERA®, andSotheby's International Realty® , we fulfill our purpose to empower everyone's next move through our leading integrated services, which include franchise, brokerage, relocation, and title and settlement businesses, as well as mortgage and title insurance underwriter minority owned joint ventures.Anywhere supports nearly 1 million home sale transactions annually and our portfolio of industry-leading brands turns houses into homes in more than 118 countries and territories across the world.

At Anywhere, we are empowering everyone’s next move – your career included.

What differentiates us is our scale, expertise, network, and unique business model that positions us as a trusted advisor throughout every stage of the real estate transaction. We pursue talent – strategic thinkers who are eager to always find a better way, relentlessly focus on talent, obsess about growth, and achieve exceptional results. We value our people-first culture, which thrives on empowerment, innovation, and cross-company collaboration as we keep moving the world forward, together. Read more about our company culture and values in our annual Impact Report.

We are proud of our award-winning culture and are consistently recognized as an employer of choice by various organizations including:

• Great Place to Work
• Forbes World's Best Employers
• Newsweek World's Most Trustworthy Companies
• Ethisphere World's Most Ethical Companies