Office Administrator

Vaco by Highspring; Laguna Hills (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Vaco by Highspring is seeking an organized Office Administrator to support the daily operations of a fast-paced real estate office. You will help ensure smooth administrative workflows, maintain compliance, and act as a primary point of contact for staff, clients, and vendors.

Key duties include managing licensing, onboarding and transfers, keeping accurate transaction records and filing systems, processing invoices and expenses, coordinating vendor and office maintenance, and supporting

Qualifications

• Proven administrative experience in a professional setting.
• Strong organizational and multitasking abilities.
• Excellent communication and customer service skills.

Responsibilities

• Manage licensing, onboarding, transfers and compliance-related activities.
• Maintain transaction records and trust logs; ensure proper document filing.
• Process commission paperwork, invoices, expense reports and office funds.
• Coordinate office maintenance, vendor relationships and equipment repairs.
• Support marketing and advertising initiatives for agents.
• Plan meetings, trainings, events and special projects.
• Assist with recruiting support, CRM management and general administration.
• Maintain a professional, organized, and efficient office environment.

Skills

Administrative skills

Organizational skills

Time management

Communication

CRM familiarity

Tools

Microsoft Office

CRM systems

Job description

We're seeking a highly organized Office Administrator to support the daily operations of a fast-paced real estate office. This role is responsible for ensuring smooth office operations, maintaining compliance, supporting agents and management, coordinating administrative functions, and serving as a key point of contact for staff, clients, and vendors.

Key Responsibilities:

• Manage licensing, onboarding, transfers, and compliance-related activities
• Maintain transaction records, trust logs, and document filing systems
• Process commission paperwork, invoices, expense reports, and office funds
• Coordinate office maintenance, vendor relationships, and equipment repairs
• Support marketing and advertising initiatives for agents
• Plan meetings, trainings, office events, and special projects
• Assist with recruiting support, CRM management, and general office administration
• Ensure a professional, organized, and efficient office environment

Qualifications:

• Strong administrative, organizational, and multitasking skills
• Ability to work independently and manage competing priorities
• Excellent communication and customer service skills
• Experience in real estate, office management, compliance, or operations support preferred
• Proficiency with Microsoft Office and CRM/database systems

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].