Assistant Office Manager / Agent Support

Job Description

Job Description

Assistant Office Manager / Agent Support

Reports To: Executive Vice Presidents

QUALIFICATIONS:

• Must have Real Estate administrative experience in a real estate office, escrow office, or as a paralegal. Must be proficient in the use of Word, Excel, Costar and LoopNet. Must know how to complete CAR and AIR documents and how to use DocuSign.
• Must be able to work with multiple interruptions and distractions, support multiple agents with their administrative requirements, think on their own and be able to proofread well. Must arrive on time at work (8:30 AM) and timely return from breaks. Must not consume alcohol or use cannabis products before arriving at work, during work hours or on breaks. Must have a history of success in various work environments.

RESPONSIBILITIES:

1. Prepare and/or processes documents, forms, reports and letters involving items such as listings, leases, sale/purchase agreement, billing forms, closing transactions, commission worksheets and others. Prepares and processes in a timely manner legal document for listings, sales and leases.
2. Develop and maintain company records, to include Listings (both electronic and hard copy files), prepares copies of closed transaction files, Inventory (both electronic and hard copy), Accounts Receivable reports, Sign Tracking Database, and Accounts Payable files.
3. Perform general office duties such as copying, faxing, answering phones, handling document preparation overflow, substituting for Executive Assistant, for Agents supported.
4. Oversee maintenance contracts i.e., computers, janitorial services, phone systems and copiers. Acts as the technical support contact person for computers and phone systems.
5. Research and collect data on competitive activities and lease and sales comparables as requested by Agents supported. Use of Co-star and LoopNet required.
6. Must have general accounting knowledge and be able to learn the company software called Lone Wolf.
7. Receive phone calls and visitors at the front desk and route them to the appropriate persons. Answer non-pricing questions.
8. Maintain security alarm coding system and entry key check out systems.
9. Maintain office supply inventory.
10. Maintain kitchen area supplies (coffee, water, paper towels, etc.). Duty shared with other administrative personnel.
11. Handle Office outgoing mailing, including express mail, overnight and postage metering.
12. Bank Deposits- Prepare the bank deposit slips with correct notation on the deposits as to what commission or fee is being paid. Scan, file and record on inhouse receivables and report to Management.
13. Accounts Payable - Process invoices for payment and pay due bills when checks are received, on a timely basis. Scan all invoices to Ofc Mgr., assist Ofc Mgr. in issuing checks; remit payments by mail and maintain payable files.
14. Order credit reports for agents supported and collect fees from agents for reports.
15. Maintain folder (mail, fax, etc.) of incoming communications for Agents.
16. Prepare Agenda for Agent meetings and necessary documents.
17. Manage office Sign Program per Policy Manual. Processing completed sign requests.
18. Maintain a data base and Send marketing E-Blasts to client lists as requested. Track when the next marketing E-Blast should occur.

Education/Experience: Minimum high school education. Preferred AA or Bachelor’s degree. At least ten years’ experience in general secretarial/office functions in either a real estate office, an escrow office, or as a paralegal, including extensive keyboarding and computer operations. Competency in use of MS Office, Word, Excel essential. PowerPoint helpful. Administrative and math calculation skills required.

Complexity/Scope: Work procedures are established. Judgment is essential in performing office duties. General supervision is provided, but independent action is inherent in completing daily activities.

Seriousness of Errors: Performance errors could cause client dissatisfaction and office inefficiency, requiring costly and time-consuming rework.

Business Contacts: Contacts are far ranging internally and externally.

Note: This job description briefly summarizes the typical major duties of this position, and not all tasks possibly assigned.

Job Types: Full-time

Pay: Negotiable, based on experience and proficiency.

Benefits:

• Major holidays pay

• Paid vacation time

• Paid sicks days

Schedule:

• 8 hour shift 8:30 am - 5:30 pm

• Monday to Friday

• Weekends as needed

Ability to commute/relocate:

• Palm Desert, CA 92211: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person at the office