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Administration Jobs

Office Administrator

HomeServices of America

Plano, TX

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Billing, Brochures, Budgeting, Business Administration, Candidate Screening, Communication Skills, Compensation Management, Computer Maintenance, Computer Skills, Computer Systems, Corporate Policies, Customer Support/Service, Detail Oriented, Documentation, Employee Relations, Equipment Maintenance/Repair, Escrow, Establish Priorities, Event Management, Expense Tracking, Flyers, GSP (Good Safety Practices), Human Resources, Information/Data Security (InfoSec), Insurance Documentation, Interpersonal Skills, Leadership, Marketing, Microsoft Access Database, Microsoft Excel, Microsoft Office, Microsoft Product Family, Microsoft Word, Mortgage, Multitasking, Onboarding, People Management, Performance Reviews, Presentation/Verbal Skills, Problem Solving Skills, Project/Program Management, Property Maintenance, Property Management, Property Rentals, Property Title, Real Estate, Real Estate Sales, Record Keeping, Rental Listings, Rentals, Reporting Skills, Safety Training, Sales, Sales Management, Sales Operations, Software Administration, Staff Development, Staff Motivation, Staff Training, Team Player, Telecommunications, Telephone Skills, Time Management, Vendor/Supplier Selection, Voice Mail, Writing Skills
LOCATION
Plano, TX
POSTED
1 day ago
Purpose of Job

This position provides administrative support to the branch manager and sales associates, oversees and performs office operation duties, recruits and trains staff, interprets and enforces company policy and provides customer service. Duties may vary dependingon the size of the real estate sales office.

Job Duties and Responsibilities (Essential Job Functions)

Common job activities are listed below; actual position responsibilities may vary. Refer to your manager or human resources for specific duties and performance expectations.

  • Direct and coordinate the administrative activities in support of the real estate office. Oversee, maintain and perform the day-to-day sales office operations, including: payment of bills, answering phones, record keeping, invoicing, marketing, filing, assisting sales/branch manager, tracking expenses, greeting clients, building and equipment maintenance and maintenance of office supply and marketing material inventories. (25-35%)
  • Oversee the processing and verifying of new listings and sales, which may include entering the listings and sales into the system. Ensure the accuracy and timely preparation of purchase agreements, record and maintain all sold records, and prepare monthly reports. Calculate advertising, proof and submit ads for local newspapers. Distribute work to the office staff. May handle correspondence, mail and support appointment setting. (15-20%)
  • May maintain escrow account and monitor the upcoming sales transactions for completeness and compliance and ensure necessary information has been ordered and is accurate, i.e. payoff, abstract, title evidence, reports, mortgage documentation, and other pertinent information. (10%)
  • Provide leasing and applicant support activities, which may include managing and coordinating residential rental application processing and screening, reviewing applicant documentation for completeness and accuracy, communicating with prospective tenants regarding application requirements and application status updates, assisting with move-in and move-out coordination, supporting property marketing efforts, maintaining property listings and rental information, and coordinating and updating property listings within the Multiple Listing Service (MLS) and other marketing platforms.(15-20%)
  • Coordinate onboarding activities for new property management clients, which may include uploading and maintaining management agreements, owner files, and onboarding documentation, assisting with setup of new properties within company systems, facilitating onboarding of new vendors through collection and verification of required documentation, insurance certificates, tax forms, and service agreements, and maintaining accurate vendor records and compliance documentation. (20-25%)
  • Recruit, train, schedule and supervise office personnel. Act as liaison between staff, managers, and sales associates. Perform supervisory activities, including training, employee safety, selection and development of employees, employee counseling and motivation, and salary administration. Perform annual merit reviews and evaluate subordinates' job performance. Assist in the preparation and administration of the department budget. Provide backup support for staff as needed. (10-15%)
  • Coordinate special events, collateral material, flyers, handouts and brochures. (0-5%)
  • Provide telecommunication support, including notice of phone number changes, coordinate long distance codes with long distance carrier as needed; assign voice mail and DID numbers for new agents; maintain voice mail computer system adding and deleting agents as required. (0-5%)
  • Perform any additional responsibilities as requested or assigned. (0 – 5%)


Performance Expectations
  • Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
  • Perform responsibilities as directed achieving desired results within expected time frames and with a high degree of quality and professionalism.
  • Establish and maintain positive and productive work relationships with all staff, customers and business partners.
  • Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities. Take personal initiative for technical and professional development.
  • Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.
Qualifications

Education:
  • Bachelor's degree in business administration or related field; or equivalent work experience and knowledge.
Experience:
  • Three to five plus years of related experience and demonstrated supervisory skills.
Knowledge and Skills:
  • Knowledge of real estate, title and /or mortgage business strongly preferred.
  • Strong computer skills; proficient in Microsoft Office products, including Word, Excel, Publisher and Access.
  • Excellent oral and written communication skills.
  • Effective interpersonal skills and leadership abilities. A strong customer-service focus.
  • Effective analytical, problem-solving and decision-making skills; initiative, attention to detail, and a team player.
  • Project management skills; ability to prioritize and handle multiple tasks and projects concurrently.
  • Ability to handle stress and work under pressure.
  • Ability to work evenings and weekends.
Other (licenses, certifications, schedule flexibility/OT, travel, etc.):
  • Real estate license preferred.


We offer a full suite of benefits including Medical, Health Savings Account, Dental, Vision, Life Insurance, Paid Vacation (PTO), 401(k) with employer match, Flexible Spending Account, and Employee Assistance Program (EAP)

Equal Opportunity Employer

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.

About the Company

H

HomeServices of America

IT STARTS WITH OUR STORY

ReeceNichols has a remarkable history, one with historical ties to the region dating back to 1905 with the formation of J.C. Nichols Real Estate and again in 1987 with the creation of the J.D. Reece Company. In 2001, these two iconic brands saw an opportunity to better serve the people of Missouri and Kansas and provide them with unparalleled stability and strength right at home. They joined forces, and Reece & Nichols became the undisputed market leader in Kansas City real estate.

This union also formed Reece & Nichols Alliance, a network of 34 franchised offices spread throughout Kansas and Missouri. This expanded Reece & Nichols' brand to Junction City, KS; Columbia, MO; St. Joseph, MO and the Lake of the Ozarks.

In 2014, Reece & Nichols took it a step further and removed the “&” from its name. As ReeceNichols, the name no longer conveys two companies but instead one united brand standing together as the leader in real estate.

In 2018, ReeceNichols merged with Carol Jones, REALTORS®, a fellow HomeServices of America affiliate in southern Missouri. By joining forces, ReeceNichols is now the largest local real estate company in both Missouri and Kansas.

At ReeceNichols, our goal is to go above and beyond to deliver an experience that is fulfilling for our customers. We realize our business is based on relationships and that every individual interaction makes a difference. Every member of the ReeceNichols team embodies the characteristics we believe foster those relationships: expertise, loyalty and motivation. Therefore, we provide a platform for success and the opportunity to motivate and emotionally connect with every person we serve.

So we crafted our brand story around our unique skillset, our motivations and our dedication to the people of Missouri and Kansas. Around the fact that we aren’t just selling four walls and a roof, but a place where people retreat from the world. That’s why ReeceNichols diligently works with the people they serve, to guide them to the life they always wanted. Because they’re people first and clients second.

ReeceNichols is all about rewarding lives — the lives of our agents, our employees and all the families who put their trust in our hands.

COMPANY SIZE
100 to 499 employees
INDUSTRY
Real Estate/Property Management
FOUNDED
1905
WEBSITE
http://www.reecenichols.com

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