The Office Administrator serves as the main point of contact and support person for our associates, regional managers and various company departments to ensure a smooth operating and efficient office. The Office Administrator is also the first point of contact for customers; greeting walk-in customers, clients, delivery drivers, etc., and will strive every day to exemplify the positive values and culture of Four Seasons Sotheby's.

Roles and Responsibilities

• Assist sales associates & brokers with licensing and related paperwork;
• Conduct new sales associate orientations, including overview of office operations, workspace setup, and backup tools training;
• Manage and maintain office equipment, ordering office supplies, forms and signs;
• managing and maintaining the release of lock boxes;
• Answering and transferring calls utilizing a multi-line phone system;
• Enter listings in the MLS with direction from associates; OR assist in a backup role for listing updates for MLS; Status Changes, photos, etc;
• Assist agents with fixing MLS issues and providing updates as necessary;
• Assist the marketing department with proofreading ads;
• Enter new listings into dash/applicable accounting software(Broker Wolf or Brokerage Engine), price changes and photos;
• Recording all sold transactions in applicable accounting software(Broker Wolf or Brokerage Engine)
• Quality control contact for SIR - fixing the issues with associates and notify Quality Control when complete;
• Weekly Reporting – Utilizing various spreadsheets, recording transactions for properties for company records;
• enter and maintain all escrow deposits;
• reconcile and close out all escrows accounts and send reconciliation statements to the accounting department on monthly basis;
• Process any referrals associated with property sales;
• Monitor and save sales associates required paperwork for all closed transactions;
• Monitor, approve, and code Accounts Payable invoices to the appropriate office and send to corporate accounting for payment;
• Process commission paperwork and send to corporate accounting;
• Oversee the petty cash checking account and reconcile the account monthly;
• Responsible for maintenance and appearance of office;
• Required attendance at all company meetings and trainings which may require travel;
• Additional responsibilities or tasks as delegated, encompass various activities such as providing one-on-one training, assisting with marketing efforts, and offering system support to agents, among others.

Qualification Requirements

• Proven PC skills, highly proficient in web and database management and all Microsoft Office applications (Word, Excel, PowerPoint, Outlook);
• Professional and pleasant demeanor
• Strong attention to detail
• Excellent communication skills both in person and on the phone
• Strong customer service skills
• College degree or education and experience combination
• 2-3 years of administrative experience in office setting