Office Manager

Berkshire Hathaway HomeServices Commonwealth Real Estate; Cambridge (MA); On-site; USD 52,000 - 72,000; Full time

Job summary

The Berkshire Hathaway HomeServices Commonwealth Real Estate office in Somerville and Cambridge seeks an Office Manager to provide administrative and marketing support, manage facilities, and coordinate with vendors and agents. This in-person role requires multi-tasking, initiative, and reliable problem-solving in a fast-paced real estate office.

You will handle onboarding, agent renewals, licensing, paperwork, and reporting, while maintaining listings, transactions, and office communications to

Qualifications

• Associates degree required, BS/BA strongly preferred.
• Prior experience in a prior administrative role required.
• Detail oriented and results driven.
• Customer-service oriented and able to multi-task in a fast-paced environment.
• Positive, friendly and resourceful demeanor required.
• Working knowledge of MS Office applications.

Responsibilities

• Manages facilities maintains office equipment; schedules maintenance as needed; orders office furniture/equipment; serves as primary contact for building property management.
• Maintains relationships between vendors and suppliers.
• Oversees and approves invoices as related to facilities and other vendors.
• Updates information in property software system: transactions, changes, expired listings, listing cancellation, etc.
• Provide administrative and operational support to brokers, while supporting all aspects of the agent lifecycle, including onboarding, agent renewals, license renewals, direct deposit requests, reporting, and ongoing agent-related processes
• Manages listing files and correspondence: ensuring paperwork is complete, drafting documents, closing checklists, notifying Corporate, etc.
• Sets up new agents, connects systems, and provides paperwork to the corporate office.
• Routinely corresponds with the finance department, ensuring appropriate delivery of agent disbursements, closing records, deposits, banking information, etc.
• Enters buyer/seller information, closing dates, etc. into accounting and property software system; uploads closing documents as needed.
• Responsible for incoming/outgoing office mail, including e-mail and faxes.
• Monitor/Coordinate yard sign installations to ensure Prosperity riders are included where required.
• Share information about company events and motivate strong office attendance. Leverage knowledge of the BHHS REsource Center to answer questions and support agent success.
• Maintain expertise in Toolkit CMA to support agents with customized CMA and listing presentation needs
• Enters and updates transaction information in property software system: seller/buyer, closing dates, sale date, sale amount, MLS information.
• Works with agents at various points in the transaction to ensure that all transaction paperwork and monies are submitted in a timely manner to be ready for scheduled closing.
• Answers multi-line telephone and responds to customer inquiries, greets and directs visitors.
• Assists in tracking transaction files and correspondence to scheduled closing: ensuring paperwork is complete, drafting documents, notifying Corporate, etc. (as needed)
• Assists in onboarding new agents with appropriate agencies and Corporate: ensures all necessary forms are submitted timely and correctly, updates MLS information
• Assist agents with technology and program issues.
• Assist agents with mailings on as needed basis (mail merging, printing, stuffing, stamping, etc.)
• Assists Manager in updating listing and sales boards on a weekly/monthly basis.
• Performs other duties as assigned.

Skills

MS Office

Administrative support

Customer service

Multi-tasking

Communication

Education

Associates degree

BS/BA preferred

Tools

BHHS REsource Center

Toolkit CMA

MLS knowledge

Job description

This position is covering Somerville and Cambridge offices. Requires employee to be in person 5 days a week, rotating locations.

SUMMARY

The Office Manager serves as the first point of contact and provides administrative and marketing support for the designated office. The Office Manager is also responsible for maintaining office equipment and managing the facilities and maintenance. The position requires the ability to multi-task, show initiative, use good judgment in problem-solving, to assume responsibility and achieve results.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages facilities maintains office equipment; schedules maintenance as needed; orders office furniture/equipment; serves as primary contact for building property management.
• Maintains relationships between vendors and suppliers.
• Oversees and approves invoices as related to facilities and other vendors.
• Updates information in property software system: transactions, changes, expired listings, listing cancellation, etc.
• Provide administrative and operational support to brokers, while supporting all aspects of the agent lifecycle, including onboarding, agent renewals, license renewals, direct deposit requests, reporting, and ongoing agent-related processes
• Manages listing files and correspondence: ensuring paperwork is complete, drafting documents, closing checklists, notifying Corporate, etc.
• Sets up new agents, connects systems, and provides paperwork to the corporate office.
• Routinely corresponds with the finance department, ensuring appropriate delivery of agent disbursements, closing records, deposits, banking information, etc.
• Enters buyer/seller information, closing dates, etc. into accounting and property software system; uploads closing documents as needed.
• Responsible for incoming/outgoing office mail, including e-mail and faxes.
• Monitor/Coordinate yard sign installations to ensure Prosperity riders are included where required.
• Share information about company events and motivate strong office attendance. Leverage knowledge of the BHHS REsource Center to answer questions and support agent success.
• Maintain expertise in Toolkit CMA to support agents with customized CMA and listing presentation needs
• Enters and updates transaction information in property software system: seller/buyer, closing dates, sale date, sale amount, MLS information.
• Works with agents at various points in the transaction to ensure that all transaction paperwork and monies are submitted in a timely manner to be ready for scheduled closing.
• Answers multi-line telephone and responds to customer inquiries, greets and directs visitors.
• Assists in tracking transaction files and correspondence to scheduled closing: ensuring paperwork is complete, drafting documents, notifying Corporate, etc. (as needed)
• Assists in onboarding new agents with appropriate agencies and Corporate: ensures all necessary forms are submitted timely and correctly, updates MLS information
• Assist agents with technology and program issues.
• Assist agents with mailings on as needed basis (mail merging, printing, stuffing, stamping, etc.)
• Assists Manager in updating listing and sales boards on a weekly/monthly basis.
• Performs other duties as assigned.

QUALIFICATION REQUIREMENTS

• Associates degree required, BS/BA strongly preferred.
• Prior experience in a prior administrative role required (internship or college work applicable).
• Must be detail oriented and results driven.
• Must be customer-service oriented and able to multi-task in a fast-paced environment.
• Positive, friendly and resourceful demeanor required.
• Working knowledge of MS Office applications required.

PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to sit and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

WORK ENVIRONMENT

• Normal office environment and the noise level in the work environment are moderate.