Office Administrator

We are currently looking for a Office Administrator to join our team. The Office Administrator functions as the administrative and operations regulator, while providing customer service and support for a busy Real Estate sales office. This position requires the ability to prioritize responsibilities, multi\-task day\-to\-day activities, and meet deadlines. This position will interface with all levels of personnel including sales staff, Branch Manager, corporate personnel, clients, and vendors. The Office Administrator works as a leader of the team to ensure smooth and efficient operations of the office to maximize sales agents’ production. The OA must work independently with minimal supervision. This position could be the beginning of your remarkable career with our growing company. In this position, you will have the opportunity to learn the essential knowledge and skills in marketing, real estate, mortgage banking, title insurance, sales and escrow services along the road. This position is Non\-Remote. Hourly rate $25\-$26 This position is BONUS earnings eligible. Shift: Weekdays, 8:30 AM to 5:30 PM SUMMARY The Office Administrator functions as the administrative and operations and support person for a busy Real Estate sales office. This position requires the ability to multi\-task day\-to\-day activities, meet deadlines and ensure compliance with company policies. This position will interface with all levels of personnel including sales staff, manager, corporate personnel, clients, and vendors. The Office Administrator ensures the smooth and efficient operations of the office to enable sales agents to maximize production. The OA must work independently with minimal supervision. Responsibilities that keep the office in compliance per Bureau of Real Estate (DRE) requirements are the highest priority. The Office Administrator functions in various capacities. Responsibilities include: LICENSING AND MEMBERSHIP Handle all aspects of compliance:  Processing hires, transfers and terms per SOP manual  Track license expirations and follow up with required renewals  Review DRE website monthly to ensure roster match  Review Department of Realtors roster monthly to ensure roster match TRANSACTIONS, TRUST LOG \& RECORD KEEPING Handle all aspects of compliance:  Review listings and sales sources for new activity  Update all internal records with activity  Assist agents with Broker Compliance responsibilities, including submitting documentation  Update Trust Log daily as applicable to new activity. Follow up as required.  Complete file auditing for the office or if handled by an agent, follow up on completion of responsibility  Maintain records according to company policy ACCOUNTING Handles various accounting functions:  Ensure timely and accurate submission of transactions into Accounting Software  Track escrow closings and check receipt  Update all accounting records for closed transactions  Create commission disbursement for approval  Maintain transaction records \- cancelling, closing dates, duplicate entries  Coordinate commission payment with compliance  Ensure appropriate vendors are entered to be paid  Audits invoices from venders and submits to accounting for payment  Maintains Petty Cash and Expense reports as required FACILITIES MAINTENANCE Handles various facilities matters:  Maintains a Clean, Professional Business Environment  Contacts vendors as necessary through Facilities Department  Ensures equipment is in good working order and logs repairs MARKETING AND ADVERTISING Handles a variety of Marketing requests:  Ensures ads are submitted by appropriate deadline  Communicates all advertising opportunities to agents  Familiar with Marketing’s ordering procedure  Train on and Promotes company tools to maximize agent exposure OFFICE MANAGEMENT Handles a variety of Office Management responsibilities:  Ensures all compliance related responsibilities are complied with  Ensures all administrative work is completed  Ensures the office facilities are maintained appropriately  Assists with projects and facilitates contests  Plans, coordinates and promotes meetings, trainings and special events  Assists Branch Manager with delegated responsibilities CUSTOMER SERVICE / RETENTION Promotes a positive working environment  Attentive and Perceptive – eyes and ears for the company and alerts management of any concerns  Responds to agent questions/inquiries regarding office procedures, equipment, and company tools  Sensitive to agents needs and understanding of their job: flexible customer service  Supports agents’ business efforts and offers resources and training  Communicates with the Home Office professionally and responds to their questions/inquiries  Familiar with all Agent Services offered by the Home Office OTHER Handles various other projects as requested:  Attends weekly office sales meeting  Prepares office awards  Attends Office Administrator meetings and trainings as scheduled  Recruiting support and CRM management  Other tasks and responsibilities as delegated by Branch Manager and Home Office QUALIFICATIONS: 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. EDUCATION and/or EXPERIENCE High school diploma required Strong administrative and customer service skills required Office operations, real estate seminars and training sessions helpful Strong computer skills in Microsoft Office, especially Excel, Word and Outlook Experience with the Internet, Google, Zipforms and MLS helpful Strong organization and follow up skills Prior real estate, title, or escrow experience in an administrative capacity preferred LANGUAGE SKILLS Fluent speaking, reading and writing in English language Strong communication and interpersonal skills Other language skills helpful but not required REASONING ABILITY Strong ability to prioritize duties and solve problems Must arrive to work and all business meetings on time Able to work independently without daily supervision PREFERRED TRAITS Friendly, outgoing manner – enthusiastic, always communicates with a smile Team player – builds rapport in department, flexible, willing to assist others Professional – maintains a positive, poised manner; respectful of others PHYSICAL DEMANDS 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting in chair at designated workstation for extended periods of time while performing assigned duties. Extensive time reading printed materials or from a computer. Extensive keyboard and mouse usage. Light to moderate common office activities. Must be able to perform work safely without posing harm to self or others. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Standard office environment requiring regular interaction with branch based personnel, real estate agents, external clients, and personnel at the Corporate office, branch offices, government buildings and associated meetings. The noise level in the work environment is usually moderate. Consulting Companies, Staffing Agencies and 3rd Party Recruiters need not apply. We are an Equal Opportunity Employer. Applicants for all job openings are welcome and will be considered without regard to race, color, religion, national origin, sex, genetic information, ancestry, veteran status, age, gender identity, gender expression, sexual orientation, medical condition, physical or mental disability or any other basis protected by state, federal or local law. It is the intent of the Company to comply with all applicable federal, state and local legislation concerning equal opportunity in employment. Job Type: Full\-time Pay: $25\.00 \- $26\.00 per hour Benefits: 401(k) Dental insurance Employee discount Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance Experience: Admin: 1 year (Required) Customer service: 1 year (Required) Real estate administrative: 1 year (Preferred) Ability to Commute: * Huntington Beach, CA 92648 (Required) Work Location: In person