Job Title - Office Administrator

The Office Administrator serves as the main point of contact and support person for our associates and various company departments to ensure a smooth operating and efficient office. The Office Administrator is also the first point of contact for customers; greeting walk-in customers, clients, delivery drivers, etc., and will strive every day to exemplify the positive values and culture of our company.

Roles and Responsibilities

● Monitor and save sales associates' required paperwork for all transactions and ensure compliance & standards

● Conduct new sales associate orientations, including an overview of office operations, workspace setup, and backup tools training;

● Manage and maintain office equipment, ordering of office supplies, forms, and signs.

● Depending on the office, managing and maintaining the release of lock boxes.

● Answering and transferring calls utilizing a multi-line phone system

● Depending on the office: Enter listings in the MLS with direction from associates; OR assist in a backup role for listing updates for MLS, Status Changes, photos, etc.

● Assist agents with fixing MLS issues and providing updates as necessary.

● Assist the marketing department with proofreading ads.

● Enter new listings into dash/Broker Wolf or Brokerage Engine, price changes, and photos.

● Recording all sold transactions in Broker Wolf or Brokerage Engine

● Quality control contact for SIR – Upholding QC guidelines, fixing the issues with associates, and notifying Quality Control when complete.

● Weekly Reporting – Utilizing various spreadsheets, recording transactions for properties for company records.

● Depending upon the office, enter and maintain all escrow deposits.

● Depending upon the office, reconcile and close out all escrow accounts and send reconciliation statements to the accounting department monthly.

● Process any referrals associated with property sales.

● Monitor, approve, and code Accounts Payable invoices to the appropriate office and send to corporate accounting for payment;

● Process commission paperwork and send it to corporate accounting.

● Oversee the petty cash checking account and reconcile the account monthly.

● Responsible for the maintenance and appearance of the office.

● Required attendance at all company meetings and trainings, which may require travel.

● Other duties or projects as assigned

Qualification Requirements

● Proven PC skills, highly proficient in web and database management, and all Microsoft Office

applications (Word, Excel, PowerPoint, Outlook);

● Google-based platforms (Gmail, Sheets, Docs)

● Professional and pleasant demeanor

● Strong attention to detail

● Excellent communication skills both in person and on the phone

● Strong customer service skills

● College degree or education and experience combination

● 2-3 years of administrative experience in an office setting

Location

- South Burlington

Business Organization

- Support Staff

Schedule

- Full -time

Reports to

- Regional Manager

FLSA Status

-Non-Exempt

Working Environment/Physical Demands

This job is conducted in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk, hear, and see. While performing the duties of this job, the employee constantly operates standard office equipment such as computers, phones, photocopiers, and filing cabinets.

The employee frequently is required to stand, walk, bend over, use hands to finger, handle, or feel, and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds, and must beable to remain in a stationary position 75% of the working day.

Pay: $24.00 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Paid time off
Vision insurance

Work Location: In person

Four Seasons Sotheby's International Realty

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Real Estate Office Administrator