Office Administrator

Position: Office Administrator (Weekends)

Job Status: Onsite, Full-time | Thursday to Monday - 8:30 am to 5:00 pm

Reports to: Marketing & Operations Director

Overview

We are seeking a dynamic and highly organized Weekend Office Administrator to join our team! This vital role keeps daily office functions running smoothly and provides exceptional support to staff and clients alike. If you thrive in a fast-paced environment, excel at multitasking, and are passionate about delivering outstanding customer service, this opportunity is a great fit. This position manages and coordinates weekend office and real estate responsibilities, including client relations, scheduling, and other operational activities, to ensure efficient, timely, and accurate procedures that support the organization's overall business plan, clientele, and strategic goals. This is a full-time position, Thursday through Monday.

Key Responsibilities

• Assist the brokers and marketing director as needed. These duties include, but are not limited to, client verification, contact management (CRM), preparing and organizing specialized reports (Property Comparisons and Agent Sales) from market research, assisting with events and their planning, answering phones, and writing emails.
• Weekly open houses - Each Sunday, you will coordinate our Sunday open houses. Responsibilities include scheduling hosts, ensuring homes are appropriately stocked, delivering prepared paperwork and materials, handling any open house/hosting issues, and updating the broker on any issues or activity.
• Positive brand ambassador. As a client-facing member of the team, your duties will include developing and maintaining positive relationships with present and potential clients in our office and in the community.

Administrative Duties

• Manage front desk responsibilities, including greeting visitors and directing phone calls using multi-line phone systems with professionalism and courtesy
• Perform data entry tasks accurately using Microsoft Office and spreadsheets to maintain organized records
• Handle calendar management and scheduling for team meetings, appointments, and events with precision
• Maintain filing systems, both electronic and physical, ensuring easy retrieval of documents and confidentiality of sensitive information
• Provide clerical support, including proofreading documents, word processing, and preparing correspondence or reports
• Offer excellent customer support by addressing inquiries promptly via phone or email, ensuring positive client communication experiences. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with productivity software for efficient office operations
• Strong computer literacy with the ability to perform data entry, manage spreadsheets, and utilize technical tools effectively
• Exceptional phone etiquette and communication skills to handle front desk duties and client interactions confidently
• Updating the Brokers and/or operations manager on a daily basis of all activity
• Preparing and completing contracts and listing appointment paperwork in AppFiles
• Supporting our Brokers on showings before, during, and after as needed
• Running errands as needed (driver’s license mandatory): getting keys cut, testing keys, and delivering checks or other confidential documents
• Organizing and finalizing open house assets weekly
• Previous office experience or administrative experience is preferred to ensure seamless integration into our workflow
• Ability to prioritize tasks efficiently using time management techniques while maintaining a positive attitude

Licensing & Additional

• Must possess a current, valid driver’s license, means of transportation, and applicable insurance coverage
• Must be comfortable working in a small business environment
• Real Estate experience preferred but not required
• Knowledge of the real estate industry and customer service, either through formal study or job experience, preferred
• Ability to work non-traditional hours as business or as broker or client needs dictate
• Internal software: Outlook, MS Office & Teams, AppFiles, Flex MLS, Monday.com, ShowingTime, CRM software
• Comfortable working in a small business environment

Benefits:

• Health and Vision insurance 100% paid
• Paid time off

Work Location: In person