OFFICE ADMINISTRATOR

SUMMARY

The Administrator performs daily activities necessary to operate a residential real estate office. The Office Administrator is a professional and personable resource to the Sales Agents and the public. They perform a variety of receptionist and administrative activities. This is a full-time position Monday - Friday 8 am - 5 pm with 1 hr lunch. Reporting office is in South Bend.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• General Duties Include:

  • Process listings, sales, and closings that are turned in by the agents in the region

  • Scan and deposit checks

  • Use our various computer programs to process listings, sales, and closings for the region

  • Perform receptionist responsibilities: including greeting visitors, answering incoming calls, scheduling appointments, and providing general information regarding real estate listings

  • Process incoming and outgoing mail

  • Assist our Sales Agents with troubleshooting and resolving issues

  • Assemble listing and buyer packets, as needed

  • Maintain accurate logs and monthly reports for the office

  • Monitor office supplies and complete order process when necessary

  • Maintain organized and accurate files on all work processes

  • Open and close the office daily per local office instructions (turn on lights and radio, computer monitors, make coffee, straighten office areas, etc.)

  • Support the managing broker as needed

• QUALIFICATIONS

Person should possess the following:

• Excellent communications skills

• Personable and friendly

• Proficient with technology (Microsoft Office, Google products and other back-office software)

• Ability to work well under pressure balancing multiple priorities and assignments to meet deadlines

• Consistent with follow up and follow through

• Strong typing skills

• Ability to handle and resolve recurring problems

• Must be highly organized

• Adaptable to various personalities/situations

EDUCATION and/or EXPERIENCE

• Combination of education and experience sufficient to successfully perform the essential duties of the job

LANGUAGE SKILLS

• Ability to read and understand documents and to communicate with agents and other staff members in a courteous and professional manner

MATHEMATICAL SKILLS

• Basic Accounting knowledge helpful in processing closings, deposits and the monthly billing statements

REASONING ABILITY

• Ability to define the problem, establish facts and draw a valid conclusion to solve the problem and plan initiatives

PHYSICAL DEMANDS

• Mobility to work in a standard office setting using standard office equipment including:

  • Stamina to maintain attention to detail despite interruptions

  • Strength to lift and carry files weighing up to 3 pounds

  • Vision to read printed materials and a computer screen

  • Hearing and speech to communicate in person and over the telephone

WORK ENVIRONMENT

• Frequently subject to interruptions in a moderate noise level office setting

HOURS

• Monday - Friday 8am- 5pm