Office Administrator

FOX & ROACH/TRIDENT LIMITED PARTNERSHIP; New Hope (Bucks County); On-site; USD 32,000 - 42,000; 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

FOX & ROACH/TRIDENT LIMITED PARTNERSHIP is seeking an administrative professional to support the branch manager and sales associates in a real estate office. The role includes overseeing office operations, recruiting and training staff, enforcing company policy, and delivering exceptional customer service.

The schedule is Monday–Friday, 9am–3pm (30 hours/week). Duties span billing, phones, records, invoicing, marketing materials, listings support, and event coordination, with opportunities to

Qualifications

• Bachelor's degree in business administration or related field, or equivalent work experience.
• Three to five+ years of related experience and supervisory skills.
• Knowledge of real estate, title and/or mortgage business preferred.
• Strong computer skills; proficient in Microsoft Office (Word, Excel, Publisher, Access).
• Excellent oral and written communication skills; strong customer-service focus.
• Ability to manage multiple tasks and projects and work under pressure.

Responsibilities

• Direct and coordinate administrative activities in support of the real estate office.
• Oversee day-to-day sales office operations, including bills, phones, record keeping, invoicing, marketing, filing, expenses, greeting clients, and maintenance of office supplies.
• Oversee processing of new listings and sales, including entering into the system.
• Maintain escrow accounts and monitor transactions for completeness and compliance; ensure necessary information is ordered and accurate.
• Provide support to sales associates, processing licenses, orientation, billing, advertising, paperwork and training; serve as first contact for sales associates.
• Coordinate events, collateral materials, flyers, handouts and brochures.
• Perform additional responsibilities as requested.

Skills

Microsoft Office

Customer service

Leadership

Communication

Real estate knowledge

Project management

Multitasking

Education

Bachelor's degree or equivalent

Job description

This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy and provides customer service. Duties may vary depending on the size of the real estate sales office. This is a Monday-Friday position 9am-3pm 30 hours a week.

Job Duties and Responsibilities

• Direct and coordinate the administrative activities in support of the real estate office. Oversee, maintain and perform the day-to-day sales office operations, including: payment of bills, answering phones, record keeping, invoicing, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, building and equipment maintenance and maintenance of office supply and marketing material inventories. (35-45%)
• Oversee the processing and verifying of new listings and sales, which may include entering the listings and sales into the system.
• May maintain escrow account and monitor the upcoming sales transactions for completeness and compliance and ensure necessary information has been ordered and is accurate, i.e. payoff, abstract, title evidence, reports, mortgage documentation, and other pertinent information. (15-20%)
• Provide support to the sales associates which may include, processing license applications for new, renewing and transferring sales associates, ensuring all paperwork is completed and processed in a timely manner, conducting orientation for new sales associates, assisting sales associates with billings, advertising, paperwork and training. Remain available and act as the first point of contact for sales associates. (15-20%)
• Coordinate special events, collateral material, flyers, handouts and brochures. (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 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

Education:

• Bachelor's degree in business administration or related field (preferred not required); 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.

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

• Real estate license preferred not required

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)