Job Posting for Real Estate Office Administrator at Four Seasons Sotheby's International Realty
the Job Title - Office Administrator
The Office Administrator serves as the main point of contact and support person for our associates, regional managers and various company departments to ensure a smooth operating and efficient office. The Office Administrator is also the first point of contact for customers; greeting walk-in customers, clients, delivery drivers, etc., and will strive every day to exemplify the positive values and culture of Four Seasons Sotheby's.
Roles and Responsibilities
Assist sales associates & brokers with licensing and related paperwork;
Conduct new sales associate orientations, including overview of office operations, workspace setup, and backup tools training;
Manage and maintain office equipment, ordering office supplies, forms and signs;
managing and maintaining the release of lock boxes;
Answering and transferring calls utilizing a multi-line phone system;
Enter listings in the MLS with direction from associates; OR assist in a backup role for listing updates for MLS; Status Changes, photos, etc;
Assist agents with fixing MLS issues and providing updates as necessary;
Assist the marketing department with proofreading ads;
Enter new listings into dash/applicable accounting software(Broker Wolf or Brokerage Engine), price changes and photos;
Recording all sold transactions in applicable accounting software(Broker Wolf or Brokerage Engine)
Quality control contact for SIR - fixing the issues with associates and notify Quality Control when complete;
Weekly Reporting – Utilizing various spreadsheets, recording transactions for properties for company records;
enter and maintain all escrow deposits;
reconcile and close out all escrows accounts and send reconciliation statements to the accounting department on monthly basis;
Process any referrals associated with property sales;
Monitor and save sales associates required paperwork for all closed transactions;
Monitor, approve, and code Accounts Payable invoices to the appropriate office and send to corporate accounting for payment;
Process commission paperwork and send to corporate accounting;
Oversee the petty cash checking account and reconcile the account monthly;
Responsible for maintenance and appearance of office;
Required attendance at all company meetings and trainings which may require travel;
Additional responsibilities or tasks as delegated, encompass various activities such as providing one-on-one training, assisting with marketing efforts, and offering system support to agents, among others.
Qualification Requirements
Proven PC skills, highly proficient in web and database management and all Microsoft Office applications (Word, Excel, PowerPoint, Outlook);
Professional and pleasant demeanor
Strong attention to detail
Excellent communication skills both in person and on the phone
Strong customer service skills
College degree or education and experience combination
2-3 years of administrative experience in office setting
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