Office Administrator / Team Assistant

HomeServices of America; Stamford (CT); On-site; USD 34,440 - 41,328; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with employer match

Paid Vacation (PTO)

Job summary

HomeServices of America located in Stamford, Connecticut, is looking for an administrative professional to support branch and sales operations. This role includes managing office duties, overseeing new listings, and providing support to sales associates. The ideal candidate will have a Bachelor’s degree and a strong background in real estate.

The position offers a competitive hourly wage between $25.00 and $30.00, based on qualifications and experience, along with a comprehensive benefits package including health insurance, 401(k) matching, and paid vacation.

Qualifications

• Three to five years of related experience in a supervisory role.
• Knowledge of the real estate, title, and/or mortgage business is preferred.

Responsibilities

• Direct and coordinate administrative activities in support of the real estate office.
• Oversee processing new listings and sales on social media platforms.
• Provide support to sales associates, including processing license applications.
• Schedule appointments, maintain listing inventory, and promote the team.
• Coordinate special events and create marketing materials.

Skills

Knowledge of real estate

Strong computer skills

Excellent communication skills

Effective interpersonal skills

Project management skills

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Office (Word, Excel, Publisher, Access)

Job description

Purpose of Job

This position provides administrative and social media 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: answering phones, invoicing, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, and maintenance of office supply and marketing material inventories. (35-40%)
• Oversee the processing and verifying of new listings and sales, which may include entering the listings and sales into the system and on social media platforms, creating active content for posting on social media platforms, promoting all inventory via social media and engaging new content for the team and team members. Video content for listings and for agents to use. Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports. (20-30%)
• Provide support to the sales associates which may include 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%)
• Scheduling appointments, Showings, inspectors, attorneys. Inputting listings and general computer upkeep. Maintaining listing inventory, keys, lockboxes, brochures and property information. Creating mailings for new and closed inventory and promoting the team for new business. Producing templates and marketing pieces and keeping track of available inventory for team. (10-15%)
• 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. (5-10%)
• Coordinate special events, collateral material, flyers, handouts and brochures. (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, marketing 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.
• Ability to work evenings and weekends.

Other (licenses, Certifications, Schedule Flexibility/OT, Travel, Etc.)

• Real estate license preferred.

Wage

$25.00 - $30.00 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