Sales Support Administrator

Administrative and Marketing Support

General Summary

The position of Administrative and Marketing Support is responsible for coordinating marketing tasks for the Portland, OR branch and supporting agents in the use of marketing tools, in accordance with the laws of the State of Oregon, Department of Licensing – Real Estate Divisions, and company policies and procedures.  This position includes coordinating marketing and listing efforts for the branch and agents, assisting agents to use Coldwell Banker Bain tools and programs and backing up Office Manager and other Agent Support functions as needed.
 
This position contributes to the growth, profitability, and success of the organization by exhibiting the following behaviors: Customer/quality focus with a positive attitude, accountability, adaptability, collaboration, communication, professional, inclusiveness, leadership, job knowledge/technology orientation & team focus. 

Duties & Responsibilities:

Administration and Reception

• Open & close office as needed, including lights, phones, other office equipment, signage, coffee, unlocking/locking appropriate cabinets & doors, etc.

• Greet guests in person or on the phone in a prompt, professional & friendly manner

• Triage incoming questions & calls. Provide callers with information such as address, directions, phone numbers, company website & other related information.

• Distribute incoming mail, faxes, packages, etc.

• Post outgoing mail, bulk mailing, and coordinate courier pick-ups & deliveries as needed.

Marketing:

• Stay abreast of all corporate Marketing campaigns/initiatives & ensure timely delivery/communication to agents. Assist agents with follow-up, including customization of campaign materials.

• Provide individual Broker training, by appointment, in topics such as (but not limited to): Social marketing, Digital Media, social media, Broker website development, Video Marketing & Orientation.

• Assist agents with developing their web profile pages on CBBain.com and coldwellbanker.com.

• Monitor office and agent profile pages to ensure proper representation.

• Troubleshoot basic issues with marketing tools & escalate unresolved issues to the corporate Marketing department.

• Order & stock CB marketing material, including agent signage.

• Assemble listing & sales packets as needed.

Agent Support:

• Give new agent on-boarding paperwork.

Listings:

• Enter listing into the MLS. Upload/attach documents, photos & virtual tours.

• Ensure listings comply w/MLS rules & regulations. Check listings for Fair Housing "Danger Words."

• Check listings for Global Luxury status & mark BlueHive.

• Provide back-up support with Skyslope Team for agent requests.

Technology:

• Develop & maintain proficiency in all office technology in order to effectively train others & act as the first line of contact for all branch technology issues. Troubleshoot basic issues & escalate unresolved issues to the Technology department. Ensure resolution of open issues.

• Communicate & implement new technology & procedures in the branch as necessary.

Operations:

• Develop & maintain proficiency in all applicable office processes & systems in order to effectively implement & manage procedures & systems to increase efficiency & ensure well-organized day-to-day operations.

• Scheduling - Floor and Reception.

Back Up Office Manager:

• Back Up Office Manager in Agent Onboarding, Technology and Operations tasks as needed.

Back Up other Agent Support Staff:

• Back Up Administrative, Agent Support, Sales, Technology and Operations tasks as needed.

Required Qualifications:

Education & Experience:

• High school diploma or equivalent required.

• Minimum of 1-3 years in a professional office environment required.

• Experience working in the areas of marketing, advertising and PR preferred.

• Real estate office experience preferred.

 Job Knowledge, Skills & Abilities:

• Understanding of the real estate industry and its sales process.

• Strong organization and time management skills with the ability to manage competing demands and prioritize work to meet deadlines in a fast-paced environment.

• Effective written, verbal and listening communications skills.  Ability to speak clearly, listen and get clarification; read and interpret written information; write clearly, accurately and concisely.  Ability to read and write English fluently.

• Strong attention to detail; ability to be highly accurate with critical information and be able to adapt during constant interruption of duties.

• Exceptional numerical aptitude, analytical & problem-solving abilities.

• Solid attendance history.

• Positive & productive attitude.

• Ability to handle confidential information with discretion.

• Self-driven, motivated, results-oriented.

• Professional dress & demeanor.

Computer Skills/Proficiency:

• Intermediate knowledge of Windows operating system, Microsoft Office products (including Outlook, Word, Excel, PowerPoint and Publisher), and Google Mail and Apps.

• Ability to troubleshoot basic issues and train others on basic skills.

• Knowledge of Adobe products, social media and real estate specific software preferred.

Licensing, Certification & Registrations:
None

Reporting Relationships
Supervision Provided

• This position reports to the Office Manager. Performs work under general guidance and supervision.

Supervisory Responsibilities

• None

Internal/External Contacts:

• Landover Corporate Managers & Staff Members

• CBBain Principal Managing Brokers & Branch Office Staff

• CBBain Real Estate Agents & Agent Assistants

• CBBain Business Partners

• Vendors, Customers and Clients

• Escrow, Title and Mortgage Officers