Office Administrator

Ebby Halliday Companies; Tyler (TX); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Health Savings Account

Dental

Vision

Life Insurance

Paid Vacation (PTO)

401(k) with employer match

Flexible Spending Account

Employee Assistance Program (EAP)

Job summary

Ebby Halliday Companies seeks an administrative professional to support the branch manager and sales team in Tyler, TX. The role oversees office operations, records, billing, marketing materials, and customer service to ensure smooth daily activities.

You will onboard and offboard agents, assist with technology and tools, and help prepare reports and communications. A real estate license is required, with 3–5+ years of supervisory experience preferred.

Qualifications

• Bachelor's degree in business administration or related field, or equivalent work experience.
• 3–5+ years of related experience with supervisory responsibilities.
• Real estate license required.
• Strong computer skills and proficiency in MS Office applications.

Responsibilities

• Direct and coordinate administrative activities in support of the real estate office.
• Oversee day-to-day office operations including bills, phones, records and marketing.
• Onboard and offboard agents; support agents with technology and tools.
• Coordinate events, collateral material, flyers and brochures.
• Provide telecom support and manage voice mail and numbers for new agents.
• Perform additional duties as assigned.

Skills

Communication

Leadership

Project management

Team coordination

Education

Bachelor's degree in business administration

Tools

Microsoft Office

Word

Excel

Publisher

Access

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.

1. 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. 2. Oversee the processing, management, 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. May handle correspondence, mail and support appointment setting. (20-30%)
3. 3. Onboard and offboard agents. This may include ordering supplies, creating marketing collateral, and teaching new agents how to navigate technology and tools. Support sales by preparing slides, tracking attendance, troubleshooting technology, and providing support to agents. (10-15%)
4. 4. Coordinate special events, collateral material, flyers, handouts and brochures. (5-10%)
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. 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.

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

• Real estate license required.

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

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.