What are the responsibilities and job description for the Office Administrator position at ACE Appraisal Group?
ACE Appraisal Group | Oklahoma City, Oklahoma
ACE Appraisal Group is a commercial real estate appraisal and valuation firm serving clients throughout Oklahoma. Our team provides valuation services for banks, attorneys, developers, government agencies, engineering firms, and private clients. We are committed to delivering high-quality work, responsive communication, and exceptional client service.
We are seeking a highly organized and dependable Office Administrator to support our appraisal team and assist with the day-to-day operations of the company.
The Office Administrator serves as a key member of our team, helping coordinate appraisal assignments from engagement through completion. This position is responsible for client communication, scheduling, research support, invoicing, project tracking, and general administrative functions that help keep our office operating efficiently.
The ideal candidate is organized, detail-oriented, professional, and comfortable managing multiple priorities in a fast-paced environment.
This position is primarily remote and offers a flexible work environment. Candidates must be located within the Oklahoma City metropolitan area, as occasional in-person responsibilities may be required, including coordinating inspections, handling office-related tasks, attending meetings, or assisting with other local business needs.
While most work can be performed remotely, successful candidates should be comfortable completing occasional tasks throughout the Oklahoma City metro area and maintaining regular communication with the team during business hours.
- Answer incoming calls and emails from clients, lenders, attorneys, property owners, and other stakeholders
- Respond to general questions regarding appraisal assignments and project status
- Create and distribute engagement letters and assignment documents
- Track appraisal assignments throughout the production process
- Maintain project files and client records
- Assist with report delivery and client follow-up
- Schedule property inspections and coordinate appraiser calendars
- Assist appraisers with scheduling and project deadlines
- Coordinate communication between clients, property contacts, and appraisal staff
- Monitor assignment progress to help ensure timely completion
- Conduct property and market research for appraisal assignments
- Gather information from public records, assessor websites, zoning offices, and other sources
- Assist appraisers with administrative research and data collection
- Maintain and update internal databases and records
- Prepare and track invoices
- Monitor payments and receivables
- Assist with collections and payment follow-up when necessary
- Maintain project tracking and financial records
- Assist with payroll administration and related recordkeeping
- Track employee PTO and attendance records
- Manage daily administrative functions of the office
- Assist with onboarding paperwork and employee documentation
- Coordinate internal communications and meetings
- Support company leadership with administrative and operational tasks
- Help improve office processes and efficiency
- High school diploma or GED required
- Previous experience in office administration, customer service, administrative support, project coordination, bookkeeping, banking, title work, real estate, or a related field preferred
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Strong attention to detail and accuracy
- Ability to manage multiple projects and deadlines simultaneously
- Proficiency with Microsoft Office, Google Workspace, and general business software
- Experience with invoicing, scheduling, payroll support, or bookkeeping is a plus
- Real estate, appraisal, banking, title, or lending experience is beneficial but not required
- Professional and dependable
- Self-motivated with a strong work ethic
- Positive attitude and willingness to learn
- Strong problem-solving abilities
- Strong customer service skills
- Ability to work independently and as part of a team
- Ability to handle confidential information with discretion
- Primarily remote position with a flexible work environment
- Work directly with company leadership and experienced appraisal professionals
- Be part of a collaborative and supportive team
- Gain exposure to commercial real estate, development, lending, and valuation projects throughout Oklahoma
- Play an important role in the success of a growing Oklahoma company
Salary : $40,000 - $55,000