This position supports sales associates and sales management by reviewing and processing offers and lease and purchase contract documents and providing other administrative services to sales associates. Support includes initial listing services, sales coordination, pre and post closing activities, customer communication, forms completion and maintenance and clerical tasks.
Job Duties and Responsibilities (Essential Job Functions) Common job activities are listed below; actual position responsibilities may vary. Refer to you 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 through Shared Services Center, answering phones, record keeping, invoicing of agent charges- coordination with accounting department, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, building and equipment maintenance and maintenance of office supply and marketing material inventories.
- 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 as needed. May handle correspondence, mail and support appointment setting for the manager.
- Monitor the upcoming sales transactions for completeness and compliance and ensure necessary information has been ordered and is accurate for processing in our company system. Maintain/manage active files - price reductions, extensions, expirations - to ensure all information is entered and/or reports and disclosures are forwarded in a timely manner. Keep agents informed on the progress of the files. Prepare and maintain files for document storage.
- 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.
- Act as liaison between staff, managers, and sales associates to keep the office running smoothly with daily tasks and paperwork processing.
- Coordinate special events, business meetings, collateral material, flyers, handouts and brochures.
- Provide telecommunication support, maintain voice mail computer system adding and deleting agents as required.
- Perform any additional responsibilities as requested or assigned.
- Confirm earnest money checks and forward check to accounting to comply with timeframes.
- communicate with building landlord as needed for issues or emergencies that arise.
- Attend monthly office staff meetings with the company (held virtual). Coordinate weekly office staff meetings with the broker.
- Perform additional duties as requested or assigned.
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:
- High school diploma or equivalent work experience. Post secondary coursework preferred.
Experience:
- Two years administrative experience preferably in real estate office.
Knowledge and Skills:
- Strong computer skills in Microsoft Office products.
- Typing speed of 45 wpm minimum.
- Ability to work independently and prioritize multiple tasks and projects concurrently.
- Effective oral and written communication skills and an excellent customer service focus.
- Effective analytical and problem-solving skills.
- Excellent organizational skills with a focus on detail; high degree of accuracy.
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 Equal Opportunity Employer
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