Office Manager

Tracey Hernly Co. | Howard Hanna Real Estate

Pay: $55,000- $70,000

Tracey Hernly Co. is seeking a highly organized, motivated, and detail-oriented Office Manager to oversee daily office operations and support our growing real estate team.

The ideal candidate is a proactive leader who thrives in a fast-paced environment, takes ownership of responsibilities, and is passionate about creating an exceptional experience for our agents, clients, and guests.

The Office Manager plays a critical role in maintaining office efficiency, implementing systems, supporting team members, and ensuring the highest standards of professionalism, hospitality, and accountability.

Office Operations Management

1. Oversee daily office operations to ensure a productive, organized, and professional environment.
2. Develop, implement, and maintain office procedures, checklists, and operational systems.
3. Ensure office spaces, meeting rooms, and common areas remain clean, organized, stocked, and welcoming.
4. Manage office supplies, inventory, equipment, and vendor relationships.
5. Identify opportunities to improve workflows, increase efficiency, and reduce unnecessary expenses.
6. Maintain office calendars, schedules, appointments, and internal communications.
7. Ensure daily, weekly, and monthly operational responsibilities are completed accurately and on time.

Team Leadership Accountability

1. Provide daily support and direction to administrative and front desk staff.
2. Establish and reinforce expectations for professionalism, customer service, productivity, and office standards.
3. Monitor task completion, staff responsibilities, and operational deadlines.
4. Assist with employee training, onboarding, and continued professional development.
5. Address operational concerns promptly and professionally.
6. Foster a positive, collaborative, and accountable team environment.
7. Work closely with leadership to communicate priorities and ensure consistent execution.

Real Estate Agent Transaction Support

1. Provide administrative and operational support to real estate agents.
2. Assist with listing coordination, transaction documentation, and established office processes.
3. Support the maintenance and accuracy of MLS information and real estate systems as assigned.
4. Assist agents with paperwork, documentation, and compliance-related administrative needs.
5. Coordinate with transaction coordinators and other support staff to ensure efficient workflows.
6. Maintain organized records and assist with tracking transactions and deadlines.
7. Help agents navigate internal systems and resources.

Database Technology Management

1. Assist with maintaining and organizing the Follow Up Boss (FUB) database.
2. Support accurate data entry, database updates, and lead management procedures.
3. Assist with implementing and maintaining office technology and operational systems.
4. Troubleshoot routine administrative and technology issues.
5. Ensure team members follow established processes for documentation and information management.

Meetings, Events Team Coordination

1. Coordinate weekly team meetings, training sessions, and office gatherings.
2. Prepare agendas, meeting materials, presentations, and necessary supplies.
3. Assist leadership with planning company events, client appreciation events, and team activities.
4. Coordinate event logistics, vendor communication, scheduling, and setup.
5. Communicate meeting schedules, deadlines, and important updates to team members.
6. Track assigned action items and follow up to ensure completion.

Marketing Brand Support

1. Coordinate with marketing staff to ensure materials and projects are completed on schedule.
2. Assist with organizing marketing collateral, promotional materials, and office branding.
3. Support social media and marketing initiatives as directed by leadership.
4. Ensure client-facing materials and office communications reflect company branding and professional standards.
5. Assist with organizing agent marketing requests and coordinating with outside vendors.

Administrative Financial Coordination

1. Maintain accurate office records, reports, spreadsheets, and administrative documentation.
2. Assist with tracking office expenses, invoices, budgets, and vendor payments.
3. Coordinate purchasing and monitor office supply costs.
4. Assist leadership with operational reporting and project tracking.
5. Maintain confidentiality when handling company, employee, and client information.

1. Minimum of 3 years of customer service or administrative experience.
2. Previous office management, supervisory, or team leadership experience preferred.
3. Experience in real estate administration is preferred but not required.
4. Excellent organizational and time-management skills.
5. Strong written and verbal communication skills.
6. Ability to manage multiple projects, deadlines, and competing priorities.
7. Proficiency with Google Workspace, Microsoft Office, and general office technology.
8. Experience with Follow Up Boss, MLS platforms, or real estate transaction systems is a plus.
9. Strong problem-solving skills and the ability to work independently.
10. High school diploma or equivalent required.

Our ideal Office Manager is someone who:

1. Takes initiative and identifies what needs to be done without constant direction.
2. Leads by example and holds themselves and others accountable.
3. Understands the importance of exceptional hospitality and customer service.
4. Is detail-oriented, dependable, and committed to follow-through.
5. Maintains a positive and solutions-focused attitude.
6. Can confidently manage multiple responsibilities in a busy environment.
7. Understands that organization, communication, and consistency are essential to a successful team.
8. Takes pride in maintaining a professional office environment.
9. Is committed to supporting the growth and success of the entire organization.

Success in this role means the office operates efficiently, team members have the support they need, and operational responsibilities are consistently completed.

The Office Manager ensures that leadership can focus on business growth, agent development, and client relationships while knowing that the day-to-day office operations are being handled with professionalism, ownership, and attention to detail.

Our Standard

At Tracey Hernly Co., we believe that exceptional service begins with high standards, strong communication, and personal accountability. Every team member plays an important role in creating an environment where our agents, clients, and business can thrive.