Berkshire Hathaway HomeServices Commonwealth Real Estate

POSITION DESCRIPTION

JOB TITLE: Office Administrator

SUMMARY:

The Office Administrator serves as the first point of contact and provides administrative support for the designated office. The position requires the ability to multi-task, show initiative, use good judgment in problem solving, to assume responsibility and achieve results.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Answers multi-line telephone and responds to customer and agent inquiries, routing calls to the appropriate location (as needed).
• Greets and directs visitors (as needed).
• Responsible for creating and printing marketing material (feature sheets, brochures, flyers, postcards, market reports, etc.) on a weekly, monthly, quarterly and annual basis, as well as agent ad-hoc requests using the corporate web-based system.
• Enters and updates transaction information in property software system: seller/buyer, closing dates, sale date, sale amount, MLS information.
• Works with agents at various points in the transaction to ensure that all transaction paperwork and monies are submitted in a timely manner to be ready for scheduled closing.
• Manages listing files and correspondence: ensuring paperwork is complete, drafting documents, closing checklists, notifying corporate, etc.
• Assists in onboarding new agents with appropriate agencies and RSC: ensures all necessary forms are submitted timely and correctly, updates MLS information
• Assists new agents with answers any and all questions, accessing systems, ordering business cards and new agent benefit items.
• Corresponds with finance department, ensuring appropriate delivery of agent disbursements, closing records, deposits, banking information, etc. (as needed)
• Responsible for incoming/outgoing office mail, including e-mail and faxes.
• Assist agents with use of Toolkit, MLS, Dotloop XpressDocs, BHHS web application and office equipment, including copier/printer.
• Assist agents with technology issues (Wi-Fi login, phones, etc.)
• Assist agents with mailings on as needed basis (mail merging, printing, stuffing, stamping, etc.)
• Maintains a supply of recruiting, and onboarding packets.
• Maintains a supply of listing, offer, luxury packets office.
• Monitor social media sites; partner with manager to develop social media calendar of posts, tweets and events; stay up to date on social media platform developments.
• Maintains day to day office responsibilities orders and maintains supplies, arranges for equipment maintenance, etc.
• Performs other duties as assigned.

QUALIFICATION REQUIREMENTS:

• Associates degree required, BS/BA strongly preferred.
• Prior experience in a prior administrative role required (internship or college work applicable).
• Prior experience in producing marketing material using MS Publisher, etc.
• Must be customer-service oriented and able to multi-task in a fast-paced environment.
• Must be able to work as a team member to meet marketing deadlines.
• Positive, friendly and resourceful demeanor required.
• Working knowledge of MS Office applications required.
• Able to work in a fast-paced environment with multiple tasks required to be completed in short timeframes, i.e. Must be able to think on one’s feet to meet marketing requirements and deadlines.

PHYSICAL DEMANDS:

The physical demands that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to sit and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

WORK ENVIRONMENT:

The work environment an employee is exposed to while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Normal office environment and the noise level in the work environment are moderate.

Office Experience- 1 year minimum

Microsoft Suite- 1 Year Minimum