Real Estate Office Administrator

Houlihan Lawrence; City of Hudson (NY); On-site; USD 29,000 - 34,000; Part time

Benefits offered by this job

Medical benefits

401(k) with employer match

PTO

Job summary

Houlihan Lawrence in Hudson, NY is seeking a Part-Time Office Administrator to support the branch manager and sales associates, with on-site duties and a schedule of Wed–Fri 9am-5pm and Sat 10am-1pm.

The role handles office operations, billing, filing, customer service, and coordination of events and marketing materials, requiring strong communication, real estate knowledge, and attention to detail. Benefits include a full suite of health and retirement options.

Qualifications

• Bachelor’s degree in business administration or related field; or equivalent work experience.
• 1-3 years of real estate experience preferred
• Strong computer skills and proficiency with Microsoft Office products (Word, Excel, Publisher, Access)
• Excellent oral and written communication skills
• Effective interpersonal skills and leadership abilities with strong customer service orientation
• Project management skills with ability to manage multiple tasks concurrently
• Ability to work evenings and weekends

Responsibilities

• Oversee day-to-day office operations including bill payments, answering phones, record keeping, invoicing, and marketing material management.
• Process new listings and sales; prepare purchase agreements and maintain records and reports.
• Support license applications, onboarding new sales associates, and coordinates training and billings.
• Coordinate events, collateral materials, flyers, and brochures.
• Provide telecom support and manage voice mail/ extensions for agents.
• Handle additional duties as assigned.

Skills

Customer service

Communication skills

Team collaboration

Attention to detail

Problem solving

Evenings/weekends availability

Education

Bachelor’s degree in business administration or related field; or equivalent work experience

1-3 years real estate experience

Tools

Microsoft Office

Word

Excel

Publisher

Access

Job description

Houlihan Lawrence is hiring for a Part-Time Office Administrator in our Hudson, NY office.

Purpose of Job

This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, interprets and enforces company policy and provides customer service. Duties may vary depending on the size of the real estate sales office. This position will be onsite in our Hudson, NY office working a part-time schedule of Wednesday, Thursday, and Friday from 9am-5pm and Saturday from 10am-1pm.

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: 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. (35-45%)
• Oversee the processing 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. Calculate advertising, proof and submit ads for local newspapers. Distribute work to the office staff. May handle correspondence, mail and support appointment setting. (20-30%)
• 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. (15-20%)
• 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%)
• Coordinate special events, collateral material, flyers, handouts and brochures. (0-5%)
• 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%)
• 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:

• 1-3 years of real estate experience preferred

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.):

Wage: $21.50 - $25.62 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)