Office & Compliance Manager

About the role

This seat combines three jobs that keep our office running: Office Receptionist, Compliance Manager, and Office Coordinator. You are the first voice people hear when they call and the first face they see when they walk through our front door. You also serve as the firm's consistent check on every license and transaction file, and you keep the office stocked, organized, and ready for clients.

You support every part of the firm: Sales & Leasing, Asset Management, Development, Property Management, Marketing, and IT.

How priorities are ordered

The GM/COO sets the order:

01      Office Receptionist: live calls, walk-ins, and lead intake

02     Compliance Manager: licensing, transaction file compliance, and deal reporting

03     Office Coordinator: supplies, facilities, and vendors

You'll have set blocks each day for compliance work, with backup coverage on the main line, so compliance doesn't lose to the phones. Teams send recurring requests through one shared queue.

Core function 1: Office ReceptionistFIRST VOICE AND FIRST FACE

–   Answer the main line live and greet every visitor who comes through the front door

LEAD INTAKE

–   Establish monthly floor duty cadence

–   Pre-qualify inbound leads with our standard intake script: property type, buy, sell, or lease, size and budget range, timing, decision-maker, and how they found us

–   Log every lead in the CRM, route it to the right broker the same day under the GM/COO's routing rules, and confirm the broker made contact

COMPLAINTS AND HANDOFFS

–   Own complaints from clients, tenants, and vendors, and follow each one until it's resolved

–   Close the loop between teams: lead to broker, listing to marketing, new management account to property management, new hire to IT

Core function 2: Compliance ManagerLICENSING AND CE

–   Onboard new licensees

–   Handle license transfers in Georgia and South Carolina when brokers join or leave

–   Track continuing education and renewals for every broker and entity

TRANSACTION COMPLIANCE

–   Review every listing agreement, contract, lease, and closing statement for required documents, disclosures, and signatures

–   Track expiring listings and alert brokers before they lapse

–   Follow up with brokers until each file is complete

DEAL REPORTING

–   Keep the pending deals report current and deliver it to the GM/COO every week

–   Report closings once they take place

Core function 3: Office CoordinatorOFFICE UPKEEP

–   Order office supplies and paper products

–   Stock the fridge and coffee supplies

–   Water the plants and keep common areas ready for clients

SIGNS AND FACILITIES

–   Coordinate sign storage, check-out, and return

–   Manage facilities requests and office vendors

VENDOR RECORDS

–   Collect W-9s and certificates of insurance from vendors and keep them current

What this role is not

–   Not a broker. You gather information and connect people. You don't advise on pricing, terms, or property value.

–   Not legal counsel. You spot issues and bring in our attorneys.

–   Not a transaction coordinator. Brokers run their own files. You check them.

–   Not bookkeeping. Vendor payments, trust accounts, and property accounting stay with Accounting.