Office Administrator

Administrative Support Specialist

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.

Listing & Transaction Management

• Create and maintain property files for new listings.
• Prepare and distribute listing paperwork via Digi Sign or hard copy.
• Track signatures and ensure timely completion of sale agreements and disclosures.
• Monitor listing status changes (e.g., "Coming Soon" to "Live") and update systems accordingly.
• Upload flood disclosures to Multiple Listing Service (MLS) when listings go live.
• Request sign installation and removal from vendors.
• Assign and unassign Sentri Lock boxes in MLS and Sentrilock Box (SLB) systems; verify auto-population accuracy.
• Track buyside commission details from Exclusive Right to Sell (ERS).
• Enter MLS numbers into tracking spreadsheets and ensure date/price consistency between ERS and MLS.
• Create thank-you packets, including MLS sheets and listing paperwork.
• Create and manage files in Sky Slope, ensuring proper document splitting and upload accuracy.
• File physical documents in the active listings cabinet.

Administrative support

• Maintain comprehensive Excel spreadsheets for all listing activities and documentation.
• Compile and send the Rye Harrison Bulletin to MLS twice a week.
• Track and manage stationery inventory and orders.
• Coordinate monthly floortime schedules with agents.
• Provide phone coverage when the Reception Administrator is out.
• Cover Exclusive Right to Represent (ERRs) when the Buyside Administrator is unavailable.
• Assist agents with onboarding and implementation of the "Formula for Success" program.

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 competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
• Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Qualifications

Education:

• Bachelor's degree; or equivalent work experience and knowledge.

Experience:

• Previous experience in administrative or real estate support roles

Knowledge and

Skills:

• Knowledge of real estate, title and/or mortgage business strongly preferred.
• Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher and Access.
• Excellent oral and written communication skills.
• Effective interpersonal skills.
• 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.

Wage: $21.50 - $33.00 hourly (or) annually; actual wage is based upon education and experience.

Benefits:
Full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.