What are the responsibilities and job description for the Office Administrator position at Mott & Chace Sotheby's International Realty?
Office Administrator
Mott & Chace Sotheby’s International Realty – RI & Southeastern MA
Full-time | In-office
About Us
Mott & Chace Sotheby's International Realty is a premier real estate brokerage with a reputation for representing southern New England’s finest properties. With 120 Real Estate Agents and eight offices in Rhode Island and Southern MA, Mott & Chace Sotheby's International Realty combines local expertise with a world-renowned brand that epitomizes luxury real estate.
We’re seeking a dynamic Administrator to join our world-class Administrative Team that is at the heart of our in-person, collaborative office culture. The ideal candidate has a can-do attitude, is driven to constantly improve processes to help our agents work smarter, and is passionate about helping our Agents provide superior service to their clients. As the entry point to our physical spaces as well as a main touchpoint for every agent at our firm, Office Administrators are expected to maintain - and raise - the bar for our office spaces, ensuring they exceed our brand standards and are warm and welcoming to Agents, clients, and staff alike.
The Office Administrators is a hands-on, in-person role that will be expected to spend time in each of their region’s offices on a weekly basis. Like all of our team members, the Office Administrators is a collaborative champion of company culture and a proactive problem solver who knows how to lead by example. They’ll be expected to work closely with other departments in providing our central team and our Agents the same level of elevated support that we expect our Agents to provide to clients.
Key Responsibilities
- Maintain the assigned offices in their region, including maintaining inventory of office supplies, signage, phone duty, and physical appearance of the offices
- Assist in maintaining various databases including the MLS, Brokerage Engine and DASH, including but not limited to data entry, photos uploads, writing content, changing listing statuses and more. Check MLS to track new listings, changes, and new transactions. Maintain strict quality controls on content quality and content guidelines
- Audit office transactions files and paperwork in Dotloop including checking for documentation, maintaining commission details and tracking process of each transaction beginning to end to ensure proper completion of details
- Collaborate with Brokerage Services team to resolve discrepancies
- Support marketing department with website support, data entry, and proofreading marketing materials when needed
- Support Accounting Manager with basic banking including remote depositing escrow, operating and rental checks
- Help Agents with office technology and collaborate with the technology support team on more detailed computer or systems troubleshooting
- Contribute to print materials including listing packets, QR codes, postcards and property brochures. Collaborate with the marketing team on templates and approvals
- Collaborate with Operations and Technology teams on agent onboarding
- Create commission bills
- Pro-actively anticipate agent needs and provide solutions
Other duties as assigned
Requirements
· Comfortable with PC and Mac devices.
· Experience with Microsoft Outlook, Word, Excel, etc.
· Passion for providing exceptional service and helping others accomplish their goals
· Superior organization skills
· Strong ability to multi-task and concurrently support multiple agents and assignments.
· Excellent relationship-building skills as well as strong written and verbal communication skills
· Passion for problem-solving, and a love for technology
· Ability to work independently with minimal supervision as well as within teams across the organization
What We Offer
- Collaborative and professional work environment
- Opportunity for growth within a prestigious real estate brand
- Access to world-class resources through Sotheby’s International Realty network
- Competitive salary and benefits package
Join Us
If you’re an experienced, motivated professional with a passion for real estate and helping others succeed, we invite you to apply and become part of our team at Mott & Chace Sotheby’s International Realty.
DETAILS FOR THE POSTING
Job Type: Full-time
Pay: $45,000-$55,000
Benefits:
- 401(k)
- Health, Dental and Vision
- Paid time off
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Ability to Commute:
- East Greenwich, RI 02818 (Required)
Work Location: In person
Salary : $45,000 - $55,000