Office Manager

• Manages facilities maintains office equipment; schedules maintenance as needed; orders office furniture/equipment; serves as primary contact for building property management.
• Maintains relationships between vendors and suppliers.
• Oversees and approves invoices as related to facilities and other vendors.
• Updates information in property software system: transactions, changes, expired listings, listing cancellation, etc.
• Provide administrative support to agents and brokers; create marketing materials; coordinate advertising as needed.
• Manages listing files and correspondence: ensuring paperwork is complete, drafting documents, closing checklists, notifying Corporate, etc.
• Respond to agent requests: provide quarterly reports, prepare listing sheets and additional marketing material as needed, etc.
• Sets up new agents, connects systems, and provides paperwork to the corporate office.
• Routinely corresponds with the finance department, ensuring appropriate delivery of agent disbursements, closing records, deposits, banking information, etc.
• Enters buyer/seller information, closing dates, etc. into accounting and property software system; uploads closing documents as needed.
• Responsible for incoming/outgoing office mail, including e-mail and faxes.
• Responsible for assisting with creating and printing marketing material (feature sheets, brochures, flyers) as well as agent ad-hoc requests using the corporate web-based system.
• Support the production of Commonwealth Concierge Luxury Marketing brochures
• Monitor/Coordinate yard sign installations to ensure Prosperity riders are included where required.
• Share information about company events and motivate strong office attendance.
  Leverage knowledge of the BHHS REsource Center to answer questions and support agent success.
• Maintain expertise in Toolkit CMA to support agents with customized CMA and listing presentation needs
• Enters and updates transaction information in property software system: seller/buyer, closing dates, sale date, sale amount, MLS information.
• Works with agents at various points in the transaction to ensure that all transaction paperwork and monies are submitted in a timely manner to be ready for scheduled closing.
• Answers multi-line telephone and responds to customer inquiries, greets and directs visitors.
• Assists in tracking transaction files and correspondence to scheduled closing: ensuring paperwork is complete, drafting documents, notifying Corporate, etc. (as needed)
• Assists in onboarding new agents with appropriate agencies and Corporate: ensures all necessary forms are submitted timely and correctly, updates MLS information
• Assist agents with technology and program issues.
• Assist agents with mailings on as needed basis (mail merging, printing, stuffing, stamping, etc.)
• Assists Manager in updating listing and sales boards on a weekly/monthly basis.
• Performs other duties as assigned.

• Associates degree required, BS/BA strongly preferred.
• Prior experience in a prior administrative role required (internship or college work applicable).
• Must be detail oriented and results driven.
• Must be customer-service oriented and able to multi-task in a fast-paced environment.
• Positive, friendly and resourceful demeanor required.
• Working knowledge of MS Office applications required.

• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to sit and reach with hands and arms.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

• Normal office environment and the noise level in the work environment are moderate.

Compensation details: 55000-65000 Hourly Wage

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