Administrative Manager

William Raveis Real Estate: A $21B company for real estate, mortgage, and insurance and the nations #1 independent family-owned real estate brokerage in the Northeast and Florida according to Real Trends. CEO William Raveis founded the luxury brokerage nearly 50 years ago and has turned it into a real estate powerhouse with more than 4,400 talented sales associates across 140 offices. WRRE is the only privately held firm offering the most complete set of best-in-class services: from buying and selling with state-of-the-art marketing tools, to renovating and staging, to mortgage, insurance and closing services.

Summary:

As a result of ongoing growth, WRRE is adding an Administrative Manager to the team for our Boca Raton, FL office. In this position you will be working with high producing sales associates in the Boca Raton office. The ideal candidate is motivated to work, a fast learner who remembers what was learned to apply going forward and has a high capacity for multitasking and re-prioritization without losing track of any items. The candidate must also be highly organized, diligent, honest, and respectful.

Additionally, this person must be able to push forward proactive business building activities while executing day-to-day tasks. Other responsibilities include providing administrative support to the Sales Manager, Marketing Coordinator and Real Estate Agents.

Essential Functions:

Property Listings Management

• Audit MLS to AppFiles (transaction management platform) to ensure transactions entered.
• Notify agent of Listing or Contracts are missing in AppFiles.
• Train agents on AppFiles platform and assist with entry as needed.
• Check depositing and printing.
• Communicate closely with off-site Transaction Coordinator for commission invoice needs.
• MLS Assistance & Status updating; Track status changes for listings, i.e. price reductions, extensions, withdrawals/cancellations and ensure that proper documentation of status changes is received.
• Order For Sale Sign installation & removal.
• Review and enter showing instructions into the Showing Desk.
• Schedule showing appointments if duty agents need assistance.

New Agent Setup

• Print New Hire Packets for Sales Manager to have on hand.
• Order phone number, program number into phone system and AccessLine broadcast, program agent’s phone and voicemail.
• Order business cards, name riders and open house signs as needed.
• Add to office roster, cell phone, and address lists.

Additional Responsibilities:

• Receptionist Duties - Answer phones and direct calls appropriately.
• Distribute incoming mail, process outgoing mail, maintain mail machine.
• Maintain/order office supplies, town maps, business cards.
• Troubleshoot printer issues and phone issues; program/reprograms phone numbers and extensions for
• new/departing Agents.
• Act as back-up for Marketing Coordinator when he/she is out of the office.
• Promote and assist with Sales Meetings, local and company events.
• Email floor duty request forms to agents.
• Assist Sales Agents with projects and mailings.
• Social Media support for sales associates & office accounts.
• Forward American Home Shield applications to Relocation.

Knowledge, Skills, and Abilities:

• Experience in Real Estate, with an understanding of MLS systems.
• Typing accuracy and speed on computer with computer proficiencies with - Microsoft 365 Suite, including Publisher, Adobe suite including photoshop.
• Solid communication skills and excellent customer service skills to handle email and phone business.
• Ability to prioritize meeting shifting demands in a sales environment.
• Ability to work autonomously. Responsible for making decisions at the local office and communicating closely with management off-site. The ability to stand behind those decisions when given a task, and to
• drive involvement with the agents.
• Excellent written, editing and communication skills.

Physical Demands:

-          This position requires individual to sit mostly at a desk, working on a computer. On occasion the position requires standing, reaching, bending, squatting, and walking. Maximum requirement to lift is no more than 20lbs.