Office Administrator - Newport Beach, CA

Bhhscalifornia; Newport Beach, Northern (CA, KY); On-site; USD 37,000 - 43,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with employer match

Paid Vacation (PTO)

HSA/FSA

Job summary

Ultipro in Newport Beach, CA is seeking an Office Administrator to support the Branch Manager and Sales Associates and oversee daily operations. You will coordinate office functions, recruit and train administrative staff, ensure policy compliance, and deliver outstanding service to agents, clients, and visitors, contributing to a professional, productive branch environment.

The role requires strong communication, real estate knowledge, and proficiency with Microsoft Office.

Qualifications

• Bachelor's degree in business/administration or related field.
• Three to five years of administrative or office management experience.
• Knowledge of real estate, title, and mortgage businesses preferred.

Responsibilities

• Direct and coordinate all administrative activities to ensure efficient daily operations.
• Oversee day-to-day office functions including invoicing, answering phones, recordkeeping, and inventories.
• Process new listings and sales transactions with accurate data entry in company systems.
• Prepare purchase agreements, maintain sold property records, and generate monthly reports.
• Coordinate and proof advertising for local and regional publications.
• Distribute workloads among administrative staff to maintain productivity.
• Handle mail, appointments, and timely follow-up on inquiries.
• Support sales associates with license applications, onboarding, and training needs.
• Serve as first point of contact for agents, providing guidance and problem-solving.

Skills

Real estate knowledge

Leadership

Customer service

Communication

Time management

Education

Bachelor's degree in Business Administration, Marketing, or related field

Tools

Microsoft Office

Job description

Office Administrator - Newport Beach, CA

Requisition Number: OFFIC012186

• Full-Time
• On-site

Locations

Showing 1 location

Newport Beach, CA 92660, USA

Purpose of Job

The Office Administrator provides comprehensive administrative support to the Branch Manager and Sales Associates while overseeing the daily operations of the branch. This role is responsible for coordinating and executing office functions, recruiting and training administrative staff, ensuring compliance with company policies and procedures, and delivering exceptional customer service to agents, clients, and visitors. The Office Administrator plays a key role in maintaining an efficient, professional, and productive work environment that supports the overall success of the branch.

Job Duties and Responsibilities (Essential Job Functions)

• Direct and coordinate all administrative activities in support of the real estate office to ensure efficient daily operations.
• Oversee, maintain, and perform day-to-day office functions including payment of invoices, answering phones, recordkeeping, marketing coordination, filing, expense tracking, greeting clients, and managing office supply and marketing material inventories.
• Manage and verify the processing of new listings and sales transactions, including accurate and timely data entry into company systems.
• Ensure accuracy and compliance in the preparation of purchase agreements, maintain complete sold property records, and generate required monthly reports.
• Coordinate and proof advertising by calculating costs, preparing, and submitting ads for local and regional publications.
• Distribute and monitor workloads among administrative staff to maintain balanced productivity and consistent service standards.
• Manage correspondence and communications, including handling mail, scheduling appointments, and ensuring timely follow-up on inquiries.
• Provide direct support to sales associates, including processing license applications for new, renewing, and transferring agents; conducting onboarding and orientation; and assisting with billing, advertising, and training needs.
• Serve as the first point of contact for sales associates, offering guidance and problem‑solving assistance as needed.
• Act as liaison between staff, management, and sales associates to facilitate clear communication and alignment with company policies and goals.
• Plan and coordinate branch events and oversee the production of marketing collateral, flyers, and promotional materials.
• Maintain telecommunication systems, including setup and maintenance of voice mail and phone extensions, coordination of long‑distance codes, and updates to agent listings.
• Perform additional responsibilities as assigned to support business needs and ensure operational continuity.

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 timeframes 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, Marketing, or a related field; or an equivalent combination of education, work experience, and demonstrated knowledge of office administration and real estate operations.

Experience:

• Three to five years of related administrative or office management experience, with demonstrated leadership and team coordination skills.

Knowledge and Skills:

• Knowledge of real estate, title, and/or mortgage business is strongly preferred.
• Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher, and Access.
• Excellent oral and written communication skills, with the ability to convey information clearly and professionally.
• Effective interpersonal skills and demonstrated leadership abilities, with a strong customer‑service focus.
• Strong analytical, problem‑solving, and decision‑making skills; takes initiative and demonstrates attention to detail.
• Collaborative team player who supports colleagues and contributes to a positive work environment.
• Ability to prioritize and manage multiple tasks and projects concurrently, ensuring deadlines and objectives are met.
• Ability to handle stress, adapt to changing priorities, and work effectively under pressure.

Wage: $27.00 - $31.00 hourly; actual wage is based upon education and experience.

Benefits: 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.