Office Manager

SUMMARY: The Office Manager is responsible for providing administrative and operational support to agents, ensuring smooth office operations and effective use of company tools and marketing resources. Serves as a liaison between internal departments to maintain brand compliance, coordinate collateral, and support company initiatives.

Assists with agent onboarding, training, and development, manages databases and transactions, and upholds compliance with company policies and industry regulations while fostering a collaborative, service-oriented office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Manages facilities maintain 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 Manages listing files and correspondence: ensuring paperwork is complete, drafting documents, closing checklists, notifying Corporate, 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. 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. QUALIFICATION REQUIREMENTS: 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.