An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Circle is a Top 10 CENTURY 21® company globally and the #1 CENTURY 21 brokerage in Illinois, with a growing multi-state presence across Illinois, Indiana, Michigan, and Florida. With over $1.5 billion in annual sales volume and a network of 1000 agents and staff across nearly 40 offices, Circle is built on a foundation of operational excellence, agent success, and long-term growth. Our model is focused on more than just transactions—we are committed to building high-performing offices, empowering agents to grow scalable businesses, and creating a culture rooted in accountability, collaboration, and results. Through integrated services, innovative marketing, and strong leadership, we provide agents with the tools and support needed to succeed at a high level. Purpose of Position The purpose of the Office Administrator, referred to as the Agent Services Coordinator (ASC), is to support the agents by providing high-touch services, support the recruiting and retention efforts of the Designated Managing Broker, and manage the physical office. Essential Duties and Responsibilities Provide friendly, professional customer service, answer phone calls and emails, and assist agents and clients in person. Assist with the onboarding, offboarding, and training of agents. Maintain accurate records in company software to ensure office roster accuracy. Order business cards and badges for new agents. Create social media content including brochures, flyers, postcards, media posts, etc., for agents and social media platforms. Support agent transactions by entering listings and transactions in Transaction Management System, ordering and removing signs, posting flyers to social media, emailing clients reminders to complete Quality Service Surveys, and ordering home warranties. Complete all required education training courses to become a resource for agents on company tools and systems. Monitor listings and transactions in Transaction Management System and perform all functions related to transaction processing. Collect and deposit earnest money and commission checks. Assist the Designated Managing Broker in planning office-level parties, functions, and meeting agendas and presentations. Manage the physical office - inventory and order office supplies, paper, perform light office cleaning and tidying, coordinate office cleaning/landscaping, and snow removal. Leverage and promote our Integrated Services by actively understanding their value and incorporating them into daily office operations. Keep track of and recognize agent milestones, birthdays, and anniversaries. Review all office bills and reimbursements and submit them for payment. Verify agent lead source. Train agents on office technology. Keep up to date with evolving company updates and technology. Perform other projects and/or duties as assigned. Knowledge, Skills & Abilities Must be able to provide excellent customer service. Must be comfortable utilizing Canva and creating social media assets and posting content to social media platforms. Must be self-motivated and resourceful, with strong problem-solving skills. Must be able to juggle multiple demands in a fast-paced environment, while managing shifting priorities and meeting deadlines. Must be a fast learner with a strong ability to grasp new concepts and technology. Ability to write, proofread and edit with proficiency and accuracy. Must have strong strategic thinking and organizational skills with strong attention to detail. Must be able to work in a team-player environment, while also working independently.
Education and Experience:
A minimum of a high school diploma is required. 1-2 years' experience in customer service is required. 1 year of Microsoft Office Suite experience is required. Previous experience using Canva or similar platforms preferred. Previous administrative assistant and/or data entry experience is highly desirable. Knowledge and/or interest in the Real Estate industry is a plus.
Benefits:
401(k) Health insurance 401(k) matching Paid time off Vision insurance Dental insurance Disability insurance AD&D insurance Physical Requirements Light- Able to lift up to 25 pounds maximum and occasionally lift and/or carry such articles as dockets, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary to carry out job duties. Jobs are sedentary if walking and standing are required only occasionally, and other sedentary criteria are met.
Disclaimer:
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
Job Type:
Full-time Pay:
From $45,000.00 per year
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance
