Office Manager - Real Estate

Douglas Elliman Real Estate is one of the largest residential brokerage firms in the United States, with operations in prominent markets such as New York, Florida, California, Texas, and beyond. The company specializes in offering a range of real estate services, including development marketing, property management, and settlement and escrow services in select regions. Douglas Elliman is also committed to innovation through investments in cutting-edge property technology ( Prop Tech ) solutions.

For more information, visit their website at

The Office Manager (OM) will assist the Sales Director with the smooth operation of all office, agent, and administrative support services. The individual will provide agents with the tools to assist them with their listings and sales to help increase their productivity. The OM is central to the smooth operation of the branch office and to the flow of all transactions.

The Office Manager needs to be a good problem-solver and be able to work well independently. Additionally, the individual must possess a high level of interpersonal skills, provide excellent customer service, and have a wonderful phone personality to interact effectively with staff, agents, and clients. The Office Manager must be proficient in multi-tasking in a fast-paced environment, able to prioritize and meet deadlines.

• Promote a service-oriented attitude, especially towards the agents.
• Open and close the office punctually, Monday-Friday, 9 a.m. to 5 p.m.
• Report issues to the Executive Manager of Sales.

Welcome new agents to the firm, following theDE onboarding guidelines.

• Process agent listings and deals through Douglas Elliman approved platforms (ex. Smartsheet, Brokermint, Skyslope) & MLS, CRMLS services.
• Partner with Agents on their listings, including:
• Reviewing all listing paperwork to ensure MLS compliance.
• Proactively reach out to Agents for listing extension paperwork or addendums, if necessary,
• Review MLS and ensure property description complies with MLS rules and regulations, adjust if needed. Enter Agents’ Brokerage and Public open houses information on MLS.
• Facilitate change management of listing signs, including installation, repair, and removal.
• Monitor and update statuses, update, and flow through our internal systems, pushing deals to Manager for deal approval in a timely manner.
• Partner with Agents on their closings of sales, referrals, and lease transactions.
• Process deals through Brokermint and work with commission team for accurate CDAs, close deals, monitor for accuracy and keep current COE dates and data.
• Receive, enter and process deals into Smartsheet with accurate sale price, close date, and deposit information. Create complete close packages with all required documents and mark it to have payment request flow to NY for timely payment.
• Work with agents and Manager to ensure deals are compliant.
• Understand the MLS flow and transaction process, ensuring deals are up to date. Continually update information on platforms.
• Assist with creation of listing presentations or mailings as requested by agents.
• Attain proficiency in the use of company platforms to assist agents when required.

• Maintain entire front reception area.
• Maintain conference room and its schedule of usage.
• Maintain, clean & stock kitchen for full usage.
• Manage the office equipment and supply stock.
• Manage copy areas and marketing supplies.
• Draw up documents, typing, as requested.
• Assist in agent deal processing and listing management.
• Assist sales manager in facilitating meetings and events.
• Assist agents and customers with marketing, listing and transaction process questions.
• Ensure cheerful reception and hospitality for agents and guests.

• Assist agents with mailings when requested.
• Filtering all USPS mail

• Minimum 5+ years of experience working in office operational roles.
• Ability to thrive in a fast-paced environment.
• Ability to identify weak spots & can improve efficiency.
• Is result driven & can communicate with vendors, agents, & staff effectively.
• Can work multiple projects at once while keeping each project to the highest standard.

Thisjobdescriptionis not an exclusive or exhaustive list of alljobfunctions that an employee in this position may be asked to perform from time to time.