Office Administrator

We're hiring an Office Administrator

We are seeking a highly organized and professional Office Administrator to provide direct support to the CEO and Realtor team. This role involves managing confidential matters with discretion and independent judgment while ensuring operational efficiency. The ideal candidate is proactive, detail-oriented, and capable of excelling in a dynamic, fast-paced environment.

Key Responsibilities

Administrative and Operational Support

• Manage operational schedules, appointments, and meetings to ensure deadlines are met.
• Handle procurement and inventory management to maintain office supplies and facilities.
• Assist agents with listing presentations and participate in client meetings as needed.
• Respond promptly to phone calls and emails, maintaining a high level of professionalism.

Document and Database Management

• Create, organize, and maintain prospect/client files and oversee the customer relationship management (CRM) system.
• Manage general office files, including company website content, job files, vendor files, and other operational documentation.
• Ensure that all required documents are complete and organized for efficient collaboration.

Marketing and Event Coordination

• Manage social media platforms, create marketing materials, and publish newsletters.
• Coordinate client events, ensuring all details are managed to deliver a seamless experience.

Financial Administration

• Perform basic bookkeeping tasks, including tracking expenses, managing petty cash, invoicing, and accounts receivable.
• Monitor and adhere to the monthly budget.

Office Maintenance and Guest Relations

• Welcome visitors professionally and direct their inquiries appropriately.
• Oversee the maintenance of office facilities and equipment to ensure a functional and welcoming environment.

Other Responsibilities

• Handle sensitive and confidential information with tact and discretion.
• Perform additional administrative and operational duties as assigned.

Qualifications

Education and Experience

• Diploma or Degree in Business, Administration, or a related field.
• Minimum of 2 years of experience in office administration or a similar role.
• Experience in the real estate industry is a plus but not required.

Skills and Competencies

• Strong organizational and problem-solving skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Access) and Google Docs.
• Ability to manage multiple tasks, prioritize effectively, and adapt to changing priorities.
• Customer-focused with a proactive approach to exceeding client expectations.
• Capable of working independently and collaboratively in a high-pressure environment.
• Strong sense of personal accountability and urgency in task completion.