Office Administrator

HomeServices of America; Ocean City (NJ); On-site; USD 28,000 - 39,000; 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

HomeServices of America is seeking an experienced administrative leader to oversee the real estate office and its day-to-day operations in New Jersey. You will coordinate billing, phones, records, invoicing, marketing materials, and office supplies while supporting sales associates and the branch manager.

The role requires supervisory experience, strong communication, and solid knowledge of Microsoft Office.

Qualifications

• Bachelor’s degree in business administration or related field, or equivalent work experience.
• Three to five plus years of supervisory experience.
• Strong communication and organizational skills.

Responsibilities

• Direct and coordinate administrative activities in support of the real estate office.
• Oversee day-to-day sales office operations, including billing, phones, records, invoicing, marketing, and filing.
• Support sales associates and branch manager with training, billings, advertising, paperwork, and scheduling.
• Recruit, train, schedule and supervise office personnel; manage budget and department resources.
• Coordinate events and collateral materials; provide telecom support and office communications.

Education

Bachelor’s degree in business administration

Equivalent work experience

Tools

Microsoft Office

Word

Excel

Publisher

Access

Job description

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

• 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. Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports. Calculate advertising, proof and submit ads for local newspapers. Distribute work to the office staff. May handle correspondence, mail and support appointment setting. (20-30%)


• 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%)


• Recruit, train, schedule and supervise office personnel. Act as liaison between staff, managers, and sales associates. Perform supervisory activities, including training, employee safety, selection and development of employees, employee counseling and motivation, and salary administration. Perform annual merit reviews and evaluate subordinates’ job performance. Assist in the preparation and administration of the department budget. Provide backup support for staff as needed. (10-15%)


• Coordinate special events, collateral material, flyers, handouts and brochures. (0-5%)


• Provide telecommunication support, including notice of phone number changes, coordinate long distance codes with long distance carrier as needed; assign voice mail and DID numbers for new agents; maintain voice mail computer system adding and deleting agents as required. (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; 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.


• Ability to work evenings and weekends.

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

Wage: $20 - $28 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

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.