Real Estate Office Administrator (FT Year Round)

Job Summary

The Office Administrator performs administrative functions in the real estate office including office reception, maintaining accurate records, marketing property listings, and providing agent and client support.   

Job Duties and Responsibilities

• Provide excellent guest service through office reception during the work week (typically 9:00am – 3:30pm Mon – Fri), as well as other peak periods throughout the year, including Property Owners’ Weekends and special events.
• Effectively manage the Real Estate office, including inventory and ordering, organization and oversight of physical space, and equipment maintenance.
• Compose and type routine correspondence, make copies, and send outgoing messages.
• Coordinate meetings and conference calls.
• Responsible for maintaining confidential files and general organization including effectively managing the Real Estate team calendars.
• Responsible for effectively maintaining and updating Customer Relationship Management (CRM) tool – ACT software. Managing interactions with current and potential prospects, streamlining processes, assisting agents to increase sales production.
• File correspondence and other records, maintaining organization of resident files (electronic and hard copy).
• Prioritization of correspondence (i.e. proactively identifying e-mails and other correspondence in need of immediate attention).
• Support policies, procedures, and systems to increase office efficiency.
• Prepare and maintain all listing materials and documents and maintain and update all listings in the MLS systems.
• Prepare contract documents and compile associated documents; track the documents, obtain appropriate signatures; distribute and file the documents accordingly.
• Prepare closing information, order titles, prepare and distribute closing checks and maintain closed sale files.
• Design, develop, and maintain marketing materials and displays including the listing photography. 
• Manage and maintain the CPI website in conjunction with CEI Marketing Department.
• Prepare meaningful Brokerage & CPI reports to include sales tracking.
• Distribute sales leads to sales associates and respond to inquiries as necessary.
• Schedule and secure property listing renewals, coordinate property showings and open houses.
• Manage property owner key distribution, scheduling of home inspection and appraisal access to properties.
• Other duties as assigned.

Job Specifications

Competencies:

• Advanced knowledge of Microsoft Office Suite applications (Excel, Word, Outlook, PowerPoint) and InDesign. Able to create accurate reports in Excel with formulas and graphs.
• Effective business writing skills (grammar, vocabulary, clarity and brevity).
• Clear and concise verbal communication skills.
• Self-directed and able to maximize use of time, resources and technology.
• Able to analyze, interpret and present data in various formats.
• Able to work with computers, faxes, copiers, scanners and various other technologies in offices and on resort.
• Knowledgeable in digital photography and photo editing.
• Maintains office, employee and company confidentiality at all times.
• Dependable and meets goals.
• Exemplifies professional conduct and adherence to company Core Values.

Education:

• Minimum of an AA/AS degree; Bachelor’s degree preferred.
• Combination of education and experience that enables performance of all aspects of the position.

Physical & Other Requirements:

• While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms.
• The employee must regularly lift and /or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Some evenings, weekends and holidays are a regular part of the schedule.
• Must have excellent attendance and conduct record for consideration.
• Non-smoking candidates preferred.