Looking for an Office Manager for a local real estate company. Must be organized, detailed-oriented, punctual, able to meet deadlines, prioritize daily workload, be very comfortable with computers and navigating websites, and have a general background in some marketing. Must be willing to learn and grow with the organization and have a desire to understand programs, establish the work space, and be a meaningful team member.
Office – Follow open/close office procedures each day. Check messages and respond/delegate appropriately. Keep a clean work space. Keep all office supplies stocked for multiple locations including: all forms, contracts, addendum, and any other needed items agents may need. Must be able to use a computer, printer, the internet, websites, etc. Review all files and documents (whether hard copy or via internet) to ensure all necessary paperwork and signatures are present. Will follow up with agents and clients if information is incorrect or missing.
Website Management – Input company listings for the agents on ALL pertinent websites. Double check the sites after inputting data to verify accuracy. Must hold accuracy and professionalism to the highest standard.
Prioritization – Have strong understanding of judgement regarding prioritization of projects, assignments and tasks. Must uphold quality customer service to both clients and agents. Assisting agents with filing, printing and organizing documents.
Bookkeeping – Will be required to have a full understanding of quick books and take an account of the different financial activities including, but not limited to: the trust account for deposits, the general checking account, the auction account etc. Must keep track of income, expenses, account balances and pay company bills using QuickBooks. Responsible for issuing commission checks, tracking the sales data individually as well as tracking sales of residential, commercial, and agriculture properties.
Previous experience in QuickBooks is preferred but would be willing to train if necessary.
Marketing – Responsible for all print and internet advertising including: ads in local papers, weekly flyers, AuctionZip.com, etc. Must work with agents for ad content for accurate property descriptions. Categorize and organize all photos for properties listings. Understand the importance of hierarchy of quality of images. Responsible for catching the eye of the public to ensure they click on the listing or come to the sales in person. Will eventually contribute to new marketing tools and ideas in the future.
Occasionally will develop flyers, mailers, postcards or other print media when requested.
Dotloop - Will utilize online platform, Dotloop, to edit/develop electronic contracts. Will be required to develop an excellent understanding of the website and its functions, make changes to contracts and distribute updates to appropriate parties. Eventually will train the new agents on its use.
Learning – This is very important! In an average week, some days will be very busy while others may have some downtime. Must be willing to take those opportunities to learn more about programs (Dotloop), websites (auditor, zoning, tax records, FEMA, real estate, etc.) and processes to daily improve. Will learn how to use websoil survey and map farms. Realtor.com and Zillow are the industries main sites for today’s residential buyers. Familiarize yourself with them and their functions.