Office Administrator

HomeServices of America•Village of Irvington, NY

16h•Onsite

About The Position

As a key individual on the support team, the Office Administrator creates an environment where agents can focus on what they do best by delivering seamless administrative, operational, and technological support. This role partners closely with the Branch Manager and Sales Associates to drive productivity, ensure compliance, and maintain efficient office operations. The position also plays a critical role in staff coordination, training support, and delivering a high level of customer service that enhances both agent and client experience.

Requirements

3–5+ years of related administrative or real estate experience
Demonstrated ability to support office operations and coordinate staff activities
Knowledge of real estate, title, or mortgage processes strongly preferred
Proficiency in Microsoft Office and transaction management platforms (SkySlope, MLS systems)
Strong communication, organizational, and customer service skills
Ability to multitask, prioritize, and manage deadlines in a fast-paced environment
Detail-oriented with strong problem-solving and decision-making abilities
Team-oriented with leadership capability and initiative

Nice To Haves

Bachelor’s degree in business administration or related field preferred, or equivalent experience

Responsibilities

Answer phones, greet clients, manage inquiries, and provide a welcoming and professional office environment
Schedule appointments and orient clients to office services and personnel
Deliver exceptional customer service to agents, clients, and business partners
Provide backup support for office staff and assist with general office needs
Create and maintain property files for all new listings
Prepare and distribute listing documentation via DigiSign, and hard copy
Ensure timely completion of compliance documents, including listing agreements, buyer agreements, disclosures, and required internal documentation
Monitor listing status changes and coordinate updates with agents
Manage transaction files in SkySlope, including accurate document uploads and organization
Track buyside commission details from Exclusive Right to Sell agreements
Coordinate sign installation and removal with vendors
Assist with MLS input, ShowingTime, Sentrilock, and other listing platforms
Maintain both digital and physical listing files in compliance with company standards
Manage Profit Power tasks including listing input, deal tracking, and accuracy checks
Process and deposit checks and ensure proper transaction documentation
Create and submit invoices, including commission invoicing and office expenses
Collect and maintain W-9 forms from brokers
Manage office invoices and ensure timely submission and payment
Close transactions across all required systems
Maintain accurate data files, transaction records, and reporting systems
Produce reports, process paperwork, and verify document accuracy
Manage day-to-day office operations including supplies, equipment, and stationery inventory
Coordinate mail distribution, filing, and document management
Support marketing coordination including listing launches, photography, and digital assets
Assist with special projects and office initiatives as needed
Support recruitment, onboarding, and training of agents and staff as directed
Provide guidance and distribute work to office staff when appropriate
Reinforce and help implement company policies, procedures, and best practices
Partner with management to ensure smooth office operations and team effectiveness
Perform other duties as assigned to support the success of the office and agents