Office Administrator

Anywhere Real Estate - Barnstable, MA

Full-time

Barnstable, MA

Real Estate

About the position

The Office Administrator is responsible for the general administration of three real estate sales offices. This role is crucial in supporting the Brokerage Manager and assisting the agents, impacting nearly every aspect of the daily operations of the brokerages. The position is primarily based in the Osterville office, with occasional travel required to the Falmouth and Sandwich offices as needed. The Office Administrator will play a key role in ensuring that the offices run smoothly and efficiently, contributing to the overall success of the brokerage operations. In this position, the Office Administrator will handle a variety of essential duties and responsibilities. This includes managing closings and commissions by creating and maintaining property sale files, preparing closing packets, and processing commission payments. The role also involves escrow management, where the administrator will maintain escrow bank accounts, facilitate electronic payments and wire transfers, deposit escrow funds, generate closing checks, and assist with bank account reconciliation. Additionally, the Office Administrator will be responsible for accounting tasks such as processing accounts payable, coding and submitting vendor invoices for payment, and processing accounts receivable by submitting agent billing as needed. Monitoring agent account balances will also be a part of the responsibilities. The administrator will oversee the maintenance and repair of facilities, office equipment, and furniture, assisting the Brokerage Manager with facility improvements. They will serve as a liaison between local offices and the IT department regarding network matters and equipment inventory. Referral coordination is another key responsibility, which includes facilitating incoming and outgoing client referrals, maintaining referral data in the company referral system, and locating referral partners for agents. Onboarding new agents is also a critical function of this role, which involves gathering data, submitting onboarding forms to corporate and MLS contacts, ordering agent deliverables, and conducting financial orientation for new agents. The Office Administrator will assist with new employee onboarding and training as well. Furthermore, the administrator will assist the Brokerage Manager by generating data reports in the company reporting system, monitoring and updating the monthly marketing budget, and ensuring compliance with agent Independent Contractor Agreements and annual agent reviews. They will also review office workflow, re-evaluate administrative tasks, and make recommendations to the Brokerage Manager as needed. Lastly, the Office Administrator will assist with special events, including community events, holiday parties, trainings, and office meetings, along with any other duties assigned by the Brokerage Manager.

Responsibilities

• Create and maintain property sale files, prepare closing packets, and process commission payments.
• Maintain escrow bank accounts, facilitate electronic payments and wire transfers, deposit escrow funds, generate closing checks, and assist with bank account reconciliation.
• Process accounts payable, code and submit vendor invoices for payment.
• Process accounts receivable, submit agent billing as needed, and monitor agent account balances.
• Oversee maintenance and repair of facilities, office equipment, and furniture.
• Assist Brokerage Manager with facility improvements and serve as liaison with IT department on network matters and equipment inventory.
• Facilitate incoming and outgoing client referrals, maintain referral data in company referral system, and locate referral partners for agents.
• Gather data, submit onboarding forms to corporate and MLS contacts, order agent deliverables, and conduct financial orientation for new agents.
• Assist with new employee onboarding and training.
• Generate data reports in company reporting system as needed and assist in monitoring and updating monthly marketing budget.
• Monitor compliance of agent Independent Contractor Agreements and annual agent reviews.
• Review office workflow, re-evaluate administrative tasks, and make recommendations to Brokerage Manager as needed.
• Assist with community events, holiday parties, trainings, and office meetings.

Requirements

• Experience in office administration or a similar role, preferably in a real estate environment.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite and familiarity with office management software.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively.

Nice-to-haves

• Experience with escrow management and real estate transactions.
• Knowledge of accounting principles and practices.
• Familiarity with referral coordination and onboarding processes.

Benefits

• Health insurance coverage.
• Paid time off and holidays.
• Opportunities for professional development and training.