Office Administrator - Montecito, CA

Anywhere•Santa Barbara, CA

About The Position

The Office Administrator provides assistance and guidance to staff, and oversees the daily office operations to meet the needs of sales associates and the Brokerage Manager, while maintaining a reliable, personable, team-oriented and professional disposition. Manage office operations on a day to day basis, assuring adequate coverage in all areas and ensuring that any and all facilities issues are promptly addressed and agent inquires are addressed Support Brokerage Manager with onboarding new agents Enter and maintain all pending and closed sales and leases in company database, Prepare and send commission breakdowns and process commission checks. Assist onboarding and training of new employees Maintain current incoming and outgoing referrals in our SIR referral database Maintain current referral agents in company data base Manage key vendor and supplier relationships and/or effectively transition vendor relationship management of certain vendors to the Office Coordinator Manage accounting system including invoice agents, oversight of OC to ensure external vendor bills are paid timely, collect agent A/R. Manage and maintain office equiptment & supplies, coordinate installation and repairs Assit Brokerage manager in planning, organizing and facilitating office events boosting collaboration and office moral. Provide transactional backup support to Transaction Coordinator and real estate agents as necessary. Responsible for complying with proper internal controls as necessary to conduct job. This position is fluid and duties are subject to change as necessary by management

Requirements

Bachelor’s Degree in business, office administration or equivalent years of experience.
Three or more years’ experience in a customer centric business environment with administrative responsibility for office operations.
Comfortable working on computer and computer applications with advanced level proficiency in Microsoft Office: Word, Excel, PowerPoint and Outlook.
Creative problem-solving skills.
Strong customer service skills with excellent communication skills, both verbal and written.
Ability to interact successfully with both internal and external customers at all levels.
Ability to multitask, prioritize and be flexible with changing business needs in a team environment.

Nice To Haves

Real Estate background preferred.
Knowledge of MS Publisher would be beneficial.

Responsibilities

Manage office operations on a day to day basis, assuring adequate coverage in all areas and ensuring that any and all facilities issues are promptly addressed and agent inquires are addressed
Support Brokerage Manager with onboarding new agents
Enter and maintain all pending and closed sales and leases in company database
Prepare and send commission breakdowns and process commission checks.
Assist onboarding and training of new employees
Maintain current incoming and outgoing referrals in our SIR referral database
Maintain current referral agents in company data base
Manage key vendor and supplier relationships and/or effectively transition vendor relationship management of certain vendors to the Office Coordinator
Manage accounting system including invoice agents, oversight of OC to ensure external vendor bills are paid timely, collect agent A/R.
Manage and maintain office equiptment & supplies, coordinate installation and repairs
Assit Brokerage manager in planning, organizing and facilitating office events boosting collaboration and office moral.
Provide transactional backup support to Transaction Coordinator and real estate agents as necessary.
Responsible for complying with proper internal controls as necessary to conduct job.
This position is fluid and duties are subject to change as necessary by management