REGIONAL OFFICE ADMINISTRATOR

The Administrator performs daily activities necessary to operate a residential real estate office. The Office Administrator is a professional and personable resource to the Sales Agents and the public. They perform a variety of receptionist and administrative activities. This is a full-time position.

• Process listings, sales and closings that are turned in by the agents

• Scan and deposit checks

• Use our various computer programs to process listings, sales and closings

• Perform receptionist responsibilities: including greeting visitors, answering incoming calls, scheduling

• Process incoming and outgoing mail

• Assist our Sales Agents with troubleshooting and resolving issues

• Assemble listing and buyer packets, as needed

• Maintain accurate logs and monthly reports for the office

• Monitor office supplies and complete order process when necessary

• Maintain organized and accurate files on all work processes

• Open and close the office daily per local office instructions (turn on lights and radio, computer monitors, make

coffee, straighten office areas, etc.)

• Support the managing broker as needed

Regional Administrative Operations Duties Include:

• Participate and attend all admin huddle calls with the camera turned on
• Follow the admin process checklists to maintain a consistent training method
• Meet with Admin Operations and Regional Admin team to discuss ongoing issues and/or areas of improvement
• Train new admin in-person if possible and if not, assist manager of administrative operations in virtual training
• Verify new admin’s transactions are processed correctly in the transaction management system and accounting/reporting system
• Oversee the region’s admin pooling and monitor its progress
• Keep an eye on outstanding items in the transaction management system in the Pending Initial Review status
• Keep watch on the accounting/reporting system dashboard to identify outstanding issues and alert Administrative Operations of recurring issues that need addressing
• Be responsible for the admin’s email inbox while they are out of the office. Ensure someone is working on anything that comes in

QUALIFICATIONS

• Excellent communications skills

• Personable and friendly

• Proficient with technology (Microsoft Office, Google products and other back-office software)

• Ability to work well under pressure balancing multiple priorities and assignments to meet deadlines

• Consistent with follow up and follow through

• Strong typing skills

• Ability to handle and resolve recurring problems

• Must be highly organized

• Adaptable to various personalities/situations

• Combination of education and experience sufficient to successfully perform the essential duties of the job

LANGUAGE SKILLS

• Ability to read and understand documents and to communicate with agents and other staff members in a courteous and professional manner

• Basic Accounting knowledge helpful in processing closings, deposits and the monthly billing statements

• Ability to define the problem, establish facts and draw a valid conclusion to solve the problem and plan initiatives

• Mobility to work in a standard office setting using standard office equipment including:

  • Stamina to maintain attention to detail despite interruptions

  • Strength to lift and carry files weighing up to 3 pounds

  • Vision to read printed materials and a computer screen

  • Hearing and speech to communicate in person and over the telephone

• Frequently subject to interruptions in a moderate noise level office setting

• Travel occasionally required between Peoria, Bloomington, and Champaign

HOURS

• Monday - Friday 8 am - 5 pm

BENEFITS

• Paid holidays

• Vacation and sick pay.

• 401K available

• Disability insurance & life insurance available

• Medical/dental/vision coverage available