Office Administrator

Ginnel Real Estate; Town of Bedford (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

Ginnel Real Estate is seeking a warm, organized, and dependable individual to be the welcoming face of our Bedford office and to help keep day-to-day operations running smoothly. This role blends front desk responsibilities with administrative support across agent onboarding, marketing tasks, and special projects for the Partners.

The right candidate will be friendly, resourceful, and capable of managing multiple priorities in a small team.

Qualifications

• Front desk and client-facing responsibilities.
• Support agent onboarding and office projects.
• Coordinate mail, deliveries and supplies.
• Assist marketing and listing preparation tasks.

Responsibilities

• Serve as the first point of contact for clients, agents, visitors, and callers, creating a warm and professional first impression.
• Answer and route phone calls, emails, and walk-in inquiries; help monitor and troubleshoot the uptime schedule and uptime agents.
• Handle incoming and outgoing mail, packages, and deliveries.
• Manage weekend admin staff coverage with clear objectives for project work.
• Work with the Director, Operations to manage office supplies, inventory, costs; coordinate with vendors and service providers.
• Help agents with prepping client meetings and deliverables (MLS searches, showings, contracts).
• Manage New Agent Onboarding to welcome and connect new agents to the team.
• Marketing/advertising admin support, including Advertising Recap letters and monthly reports.
• Schedule photography/floorplans for new listings and re-shoots.

Skills

Communication

Customer service

Organizational skills

Proactivity

Independence

Education

High school diploma

Tools

Microsoft Office

Job description

Ginnel is a small, independent real estate brokerage serving Northern Westchester and surrounding CT. We're known for personal service and a strong local presence. We're looking for a warm, organized, and dependable person to be the welcoming face of our office and to help keep everything/everyone behind the scenes running smoothly.

Role Description

The (Office & Operations Coordinator maybe Office & Marketing Coordinator) is the first point of contact for our clients, agents, visitors, and callers, and a key part of keeping our office running day to day. Beyond the front desk, this role oversees agent support, agent onboarding, marketing support, and provides hands-on support to the Partners on special projects and initiatives. It's a great fit for someone friendly and reliable who takes pride in being organized, resourceful, and the person the whole office can count on. Experience and interest in the Real Estate industry a plus!

Key Responsibilities:

• Serve as the first point of contact for clients, agents, callers, and visitors, creating a warm and professional first impression.
• Answer and route phone calls, emails, and walk-in inquiries; help monitor and troubleshoot the uptime schedule and uptime agents
• Handle incoming and outgoing mail, packages, and deliveries.
• Manage weekend admin staff making sure there is coverage at all times and clear objectives for project work
• Work with the Director, Operations to manage office supplies, including tracking inventory, reordering, and controlling costs; coordinate with vendors and service providers (e.g., cleaning, maintenance, equipment, IT, utilities) for both Bedford and Pound Ridge offices
• Help agents, when needed, with prepping for client meetings and deliverables (e.g., MLS comp searches; MLS for sale searches; showings in Showingtime; e-mailing contracts; etc)
• Manage New Agent Onboarding making new agents feel welcomed and connected to the team
• Marketing/advertising admin support, including Advertising Recap letters for listings, monthly advertising report, etc
• Schedule photography/floorplans, for new listings; schedule re-shoots or seasonal update shoots.
• Take on a variety of ad hoc tasks that keep the office and its leadership running efficiently.

Qualifications

• Candidates should possess excellent Communication and Customer Service skills for interacting with clients, vendors, and team members professionally.
• Strong organizational skills and the ability to juggle multiple responsibilities in a busy environment.
• A proactive, resourceful attitude and the ability to work independently and follow through.
• Proficiency with standard office software (email, calendars, spreadsheets, documents) and comfort learning new tools.
• Ability to work on-site full time, handle multiple priorities, and maintain confidentiality.
• Prior experience in real estate, professional services, or a client-focused environment is beneficial.
• High school diploma or equivalent required; additional education or certifications in business or office administration are an advantage.