Office Administrator

Vaco; Nashville (TN); On-site; USD 38,000 - 52,000; Full time

Job summary

Vaco by Highspring in Nashville is seeking an organized Office Administrator to support daily operations of a fast-paced real estate office. You will help with licensing, onboarding, records, and coordinating administrative functions for staff, agents, and vendors.

The role emphasizes compliance, document filing, vendor management, meeting planning, and CRM assistance. Excellent communication and multitasking are essential in this on-site position.

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.

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

Tools

Office CRM systems

Microsoft Office

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

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer 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 federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

For residents of Ontario, Canada: Based on Highspring's discussions with its Client, Highspring's understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.