Office Administrator

HomeServices of America; Rosemont (PA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Health Savings Account

Dental

Vision

Life Insurance

Paid vacation

401(k) match

Flexible Spending Account

Employee Assistance Program

Job summary

HomeServices of America in Rosemont, PA is seeking an experienced administrative supervisor for the real estate office. You will support the branch manager and sales associates, oversee daily operations, manage bills, correspondence, and office supplies while ensuring top customer service.

The role requires 3–5+ years supervisory experience, a Bachelor’s degree or equivalent, and strong Microsoft Office skills.

Qualifications

• Bachelor’s degree in business administration or related field, or equivalent work experience.
• Three to five plus years of related experience and demonstrated supervisory skills.
• Strong computer skills and proficiency with Word, Excel, Publisher and Access.

Responsibilities

• Direct and coordinate administrative activities to support the real estate office and branch manager.
• Process listings/sales, prepare purchase agreements, and handle monthly reports and ads.
• Recruit, train, schedule, and supervise office personnel; manage budgets and staff development.

Skills

Customer service

Leadership

Communication

Problem solving

Time management

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

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.

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 to ensure retention. This includes, 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. Attention to detail and quality, team player, takes initiative.
• 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.)

• Real estate license preferred.

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