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Office Administrator

Job description

Coldwell Banker is currently seeking an Office Administrator to work out of our Sebastopol, CA office.
The Office Administrator is responsible for general administration of the real estate sales office. In addition to supporting the Branch Manager and assisting the agents, the Office Administrator plays a key role in coordinating all the activities involved in, listing, sales and closings of properties. The Office Administrator is very instrumental in the smooth operation of the office. The majority of the duties of this position must be performed without delay. This is a critical position affecting almost every aspect of the operation of the sales office.
Essential Duties and Responsibilities (including but not limited to the following):

  • Manage aspects of transactions including: process listings, sales and closings in our in-house accounting and file management systems, and maintain related records of listings, contracts and closings, review files to make certain that all necessary documents are submitted.
  • Support Manager with sales associates affiliation, educate sales associates on office equipment, transaction processing and other office systems, provide consistent level of support in the processing of all sell/buy transactions.
  • Complete branch accounts payables and receivables, obtain necessary approvals and submit to accounting department.
  • Complete all office administration tasks, including general office and business supply orders, equipment maintenance, preparation and processing of new affiliation paperwork and licenses, maintain files and oversee general office appearance and repair issues.
  • Ensure all agents have a current real estate license. Notify branch manager if an agent has not renewed their license. Send renewed license to Licensing Department in a timely manner.
Job Requirements:
  • High School Diploma or equivalent.
  • Two or more years experience in a customer centric business environment with administrative responsibility.
  • Proficiency in Microsoft Office Suite and internet-based software.
  • Critical problem-solving skills. Strong communication skills, verbal and written.
  • Ability to interact successfully with both internal and external customers at all levels.
  • Basic math skills which include addition, subtraction, multiplication, division, percentage, fractions and the ability to calculate commissions.
  • Ability to multi task, prioritize and be flexible with changing business needs in a team environment.
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