Office Coordinator

Full Job Description

Summary

An Office Coordinator, working closely with a managing broker, designated broker, or team leader, performs advanced administrative duties requiring broad experience, skill, and knowledge of organization policies and practices for the firm's brokers/staff.

Job Responsibilities

General Administrative:

• Represent the company at the highest level when interacting with internal broker clients
• Assist in ensuring the productive workflow of the internal marketing campaigns
• Organize and maintain internal processes and systems at the highest quality
• Provide excellent broker-client services
• Comply with federal, state, and company policies, procedures, and regulations
• Administrative duties include, but are not limited to, managing office directory/roster, maintaining birthday and milestone calendars and cards, updating office bulletin boards, and other tasks as assigned

Key responsibilities:

• Performs clerical duties including typing, filing, and completion of simple forms
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment
• Serves as the receptionist for the office, greeting visitors and applicants
• Answers phones, directs calls to appropriate individuals, and prepares messages
• Copies, sorts, and files records related to office activities, business transactions, and other matters
• Prepares letters, memos, forms, and reports according to written or verbal instructions
• Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail
• Maintains filing systems either manually or electronically
• Manages Pending calendars
• Performs other related duties as assigned

Office Coordinator Responsibilities:

• Greeting and assisting onsite guests
• Transcribing messages, and when necessary, directing callers to appropriate broker/staff or voice mail
• Office mail sorting
• Ensure office equipment is maintained and secure
• Coordinate with vendors to service or repair equipment when required
• Develop and maintain organized filing and tracking systems including establishing files for all written/email correspondence, project work, and reports
• Transaction coordination for all files, Listings, Pending, Expired, Referral, Buyer Agreements, and Cancelled
• Assist brokers and staff in the preparation of materials used to communicate with clients (i.e., open house flyers, brochures, binding CMAs and other booklets)
• Provide additional support through copying, faxing, and mailing as requested
• Assist in agent onboarding and offboarding processes
• Set up printer access and Wi-Fi access on agent technology
• Order, maintain, and restock general office and kitchen supplies
• Maintain clean and presentable workspace and common areas
• Process closing paperwork
• Create Listings & Pendings in Brokermint
• Create Listings in FlexMLS, PAC MLS, NWMLS, & send non MLS reports to office & the MLS office
• Closing files in FlexMLS, PAC MLS, & NWMLS
• Status change form & on MLS, PAC MLS, & NWMLS
• Assist the marketing coordinator as requested or needed
• Must handle confidential material in an extremely discreet and professional manner.

Qualifications:

• Associate’s degree (preferred but not required) or equivalent work experience
• Real estate experience helpful but not required
• Intermediate/Advanced skills in Microsoft Office including advanced excel skills and QuickBooks
• Excellent Data entry
• Attention to detail and accuracy
• Excellent communication skills and the ability to work in a team environment
• Excellent attendance record

Physical Demands:

The physical demands described here are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop kneel to reach items on or near the floor
• Specific vision abilities required by this job include close vision requirements due to computer work
• Light to moderate lifting is required occasionally, 10-25 pounds
• Regular, predictable attendance is required on site at this position's

Work Demands:

The work environment characteristics described here are representative of those an employee in an office setting while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moderate noise (i.e., business office with computers, phone, and printers, online meetings)
• Ability to work in a confined area (desk or office)
• Ability to sit at a computer terminal for an extended period of time

Job Type:

• Full-time

Schedule:

• Monday – Friday | 8:00am-5:00pm

Pay:

• $18/hour

Physical Setting:

• Office

Benefits:

• Paid time off

Education:

• Associate (preferred but not required)

Experience:

• Real estate experience (preferred)
• Microsoft Office

Office Location:

• Yakima, WA | Reliably commute or planning to relocate before starting work (Required)

Job Type: Full-time

Pay: $18.00 per hour

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $18