Office Administrator/Coordinator

Job Summary
Auburn International Real Estate Group (AIREG) is seeking an organized, detail-oriented, and proactive Office Administrator to support the daily operations of our growing real estate brokerage. This position plays a key role in keeping the office running smoothly, supporting our agents, maintaining compliance, and ensuring excellent client experiences.

Responsibilities

• Financial & Accounting Support
• Process agent commissions and maintain commission records

Agent Onboarding & Support

• Coordinate onboarding for new agents and staff
• Set up email accounts, CRM access, MLS applications, and office systems
• Maintain agent files and licensing records
• Assist agents with transaction-related administrative needs
• Coordinate training sessions and team meetings

Compliance & Transaction Support

• Ensure transaction files meet brokerage and regulatory requirements
• Review files for completeness and compliance
• Track deadlines and missing documents
• Maintain brokerage records and audit files
• Assist with E&O compliance procedures

Office Operations

• Manage day-to-day office operations
• Maintain office supplies, equipment, and vendor relationships
• Coordinate office events, meetings, and client appreciation events
• Manage office calendars and scheduling
• Assist with vendor management and service contracts

Client Experience & Marketing Support

• Answer phones and greet clients and visitors
• Maintain client databases and contact records
• Coordinate closing gifts and client appreciation initiatives
• Assist with newsletters, social media scheduling, and marketing materials
• Support community events and sponsorship activities

Technology & Systems Management

• Manage CRM and database accuracy
• Improve office workflows and operational efficiency
• Prepare monthly financial and production reports
• Perform bank reconciliations
• Assist with budgeting and expense tracking
• Coordinate with bookkeeper, CPA, and vendors as needed

Requirements

• Minimum 2 years of administrative, office management, bookkeeping, or operations experience
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• High attention to detail and accuracy
• Ability to manage multiple projects and deadlines simultaneously
• Professional, positive, and service-oriented attitude
• Strong problem-solving abilities and initiative
• Ability to handle confidential information with discretion

Preferred Qualifications

• Real estate brokerage, title, mortgage, property management, or legal office experience preferred
• Experience with QuickBooks or accounting software
• Familiarity with MLS systems and real estate transactions
• Experience with CRM platforms
• Social media and marketing experience is a plus
• Bilingual skills are a plus

Technology Skills

• Microsoft Office Suite
• Google Workspace
• QuickBooks (preferred)
• Canva
• CRM systems
• Electronic signature platforms
• Cloud-based document management systems

Ideal Candidate

The ideal candidate is highly organized, dependable, detail-oriented, and enjoys creating systems that help a growing team succeed. This person takes initiative, anticipates needs, and enjoys supporting both agents and clients in a fast-paced environment.

Pay: $15.00 - $26.00 per hour

Work Location: In person

Salary : $15 - $26