Office Administrator Job Plano area,Texas USA,Administrative/Clerical

Purpose of Job

This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy and provides customer service. Duties may vary depending on the size of the real estate sales office.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

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. (25-35%)
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.

(15-20%)
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. (10%)
Provide leasing and applicant support activities, which may include managing and coordinating residential rental application processing and screening, reviewing applicant documentation for completeness and accuracy, communicating with prospective tenants regarding application requirements and application status updates, assisting with move-in and move-out coordination, supporting property marketing efforts, maintaining property listings and rental information, and coordinating and updating property listings within the Multiple Listing Service (MLS) and other marketing platforms.(15-20%)
Coordinate onboarding activities for new property management clients, which may include uploading and maintaining management agreements, owner files, and onboarding documentation, assisting with setup of new properties within company systems, facilitating onboarding of new vendors through collection and verification of required documentation, insurance certificates, tax forms, and service agreements, and maintaining accurate vendor records and compliance documentation. (20-25%)

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.

(10-15%)
Coordinate special events, collateral material, flyers, handouts and brochures. (0-5%)
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. (0-5%)
Perform any additional responsibilities as requested or assigned. (0 - 5%)

Performance Expectations

Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
Establish and maintain positive and productive work relationships with all staff, customers and business partners.
Demonstrate the behavioral and technical…