Office Administrator - WEEKENDS ONLY

HomeServices of America • Town of Woodstock, NY

14h • Onsite

About The Position

The Office Administrator is responsible for directing and coordinating the administrative activities that support a real estate office. This includes overseeing and performing day-to-day sales office operations such as paying bills, answering phones, record keeping, invoicing, marketing, filing, assisting the sales/branch manager, tracking expenses, greeting clients, and maintaining the building, equipment, office supplies, and marketing material inventories. The role also involves processing and verifying new listings and sales, ensuring the accuracy and timely preparation of purchase agreements, maintaining sold records, preparing monthly reports, calculating and submitting advertising, and distributing work to office staff. The administrator may also manage escrow accounts, monitor sales transactions for completeness and compliance, and ensure all necessary information is accurate. Support for sales associates is a key function, including processing license applications, conducting orientation for new associates, and assisting with billing, advertising, paperwork, and training. Additionally, the position involves recruiting, training, scheduling, and supervising office personnel, acting as a liaison between staff, managers, and sales associates, performing supervisory activities like performance reviews and budget assistance, coordinating special events and marketing materials, and providing telecommunication support.

Requirements

• Bachelor’s degree in business administration or related field; or equivalent work experience and knowledge.
• Three to five plus years of related experience and demonstrated supervisory skills.
• Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher and Access.
• Excellent oral and written communication skills.
• Effective interpersonal skills and leadership abilities.
• A strong customer-service focus.
• Effective analytical, problem-solving and decision-making skills; initiative, attention to detail, and a team player.
• Project management skills; ability to prioritize and handle multiple tasks and projects concurrently.
• Ability to handle stress and work under pressure.
• Ability to work evenings and weekends.

Nice To Haves

• Knowledge of real estate, title and /or mortgage business strongly preferred.
• Real estate license preferred.

Responsibilities

• Direct and coordinate the administrative activities in support of the real estate office. Oversee, maintain and perform the day-to-day sales office operations, including: payment of bills, answering phones, record keeping, invoicing, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, building and equipment maintenance and maintenance of office supply and marketing material inventories.
• Oversee the processing and verifying of new listings and sales, which may include entering the listings and sales into the system. Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports. Calculate advertising, proof and submit ads for local newspapers. Distribute work to the office staff. May handle correspondence, mail and support appointment setting.
• May maintain escrow account and monitor the upcoming sales transactions for completeness and compliance and ensure necessary information has been ordered and is accurate, i.e. payoff, abstract, title evidence, reports, mortgage documentation, and other pertinent information.
• Provide support to the sales associates which may include, processing license applications for new, renewing and transferring sales associates, ensuring all paperwork is completed and processed in a timely manner, conducting orientation for new sales associates, assisting sales associates with billings, advertising, paperwork and training. Remain available and act as the first point of contact for sales associates.
• Recruit, train, schedule and supervise office personnel. Act as liaison between staff, managers, and sales associates. Perform supervisory activities, including training, employee safety, selection and development of employees, employee counseling and motivation, and salary administration. Perform annual merit reviews and evaluate subordinates’ job performance. Assist in the preparation and administration of the department budget. Provide backup support for staff as needed.
• Coordinate special events, collateral material, flyers, handouts and brochures.
• Provide telecommunication support, including notice of phone number changes, coordinate long distance codes with long distance carrier as needed; assign voice mail and DID numbers for new agents; maintain voice mail computer system adding and deleting agents as required.
• Perform any additional responsibilities as requested or assigned.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees