Office Administrator

Ebby Halliday Companies; Rockwall (TX); On-site; USD 40,000 - 65,000; Full time

Benefits offered by this job

Medical Insurance

Health Savings Account

Dental Insurance

Vision Insurance

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

Ebby Halliday Companies is seeking an experienced office administrator to support the branch manager and sales associates. The role oversees daily sales office operations, assists with listings and reports, and coordinates events and communications with staff and clients.

The ideal candidate will have a Bachelor’s in business administration or related field and 3–5+ years of supervisory experience, with strong MS Office skills and real estate knowledge. Evening/weekend flexibility is expected.

Qualifications

• Bachelor's degree in business administration or related field or equivalent work experience.
• Three to five plus years of related experience with supervisory responsibilities.
• Knowledge of real estate, title and/or mortgage business preferred.
• Strong computer skills with MS Office (Word, Excel, Publisher, Access).

Responsibilities

• Direct and coordinate administrative activities to support the real estate office.
• Oversee day-to-day sales office operations, including bills, phones, records, invoicing, marketing, and expenses.
• Manage listings and sales processing, verify purchase agreements, and prepare monthly reports.
• Coordinate events, collateral material, flyers, and brochures for the sales office.
• Provide telecommunication support, assign voice mail and numbers for agents, and manage office communications.
• Perform additional responsibilities as requested by management.

Skills

Real estate knowledge

Microsoft Office

Oral & written communication

Interpersonal skills

Leadership abilities

Project management

Attention to detail

Education

Bachelor's degree in business administration or related field

Tools

Microsoft Word

Microsoft Excel

Publisher

Access

Job description

Purpose of Job

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.

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.

1. 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. (45-55%)
2. 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%)
3. 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%)
4. Coordinate special events, collateral material, flyers, handouts and brochures. (0-5%)
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%)
6. 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.
• Flexibility. Ability to work evenings and weekends.

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)

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.