Office Administrator

RealtySouth; Rockwall (TX); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Health Savings Account

Dental insurance

Vision insurance

Life insurance

Paid time off

401(k) with employer match

Flexible Spending Account

Employee Assistance Program

Job summary

RealtySouth is seeking an experienced administrative professional to support the branch manager and sales associates. The role handles office operations, customer service, and basic HR tasks such as staff recruitment and training, ensuring policy compliance and smooth daily activities.

The successful candidate will have a bachelor's degree in business administration or related field, 3–5 years supervisory experience, and strong MS Office skills.

Qualifications

• Bachelor’s degree in business administration or equivalent work experience.
• Three to five+ years of supervisory experience.
• Strong MS Office skills and computer literacy.
• Knowledge of real estate, title and mortgage business preferred.
• Excellent written and verbal communication; customer-service oriented.

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, and filing.
• Assist sales/branch manager and track expenses; greet clients and manage office supplies.
• Oversee processing and verifying new listings and sales; prepare monthly reports.
• Maintain escrow accounts and monitor upcoming sales transactions for completeness.
• Coordinate events, collateral materials, flyers, and brochures.
• Provide telecom support, manage voice mail and numbers for new agents.
• Perform additional responsibilities as requested.

Skills

Real estate knowledge

Leadership

Communication skills

Time management

Project management

Customer service

Education

Bachelor’s degree in business administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Publisher

Microsoft 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.