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Office Administrator First Team Real Estate

• 3.

9 Carlsbad, CA Job Details Full-time $25 an hour 22 hours ago Benefits Health insurance Dental insurance 401(k) Flexible spending account Paid time off Vision insurance Employee discount Life insurance Retirement plan Qualifications Customer communication Microsoft Outlook Customer service Spreadsheets English Administrative experience High school diploma or GED Documentation tools Organizational skills Office management Full Job Description We are currently looking for an Office Administrator to join our Carlsbad office. The Office Administrator functions as the administrative and operations coordinator, while providing customer service and support for a busy Real Estate sales office. This position requires the ability to prioritize responsibilities, multitask day-to-day activities, and meet deadlines. This position has the opportunity to interface with all levels of personnel, including sales staff, Branch Manager, corporate personnel, clients, and vendors. The Office Administrator works as a leader of the team to ensure smooth and efficient operations of the office to maximize sales agents' production. The OA must work independently with minimal supervision. Responsibilities that keep the office in compliance with the California Department of Real Estate requirements are the highest priority. This position could be the beginning of your remarkable career with our growing company. In this position, you will have the opportunity to learn the essential knowledge and skills in marketing, real estate, mortgage banking, title insurance, sales, and escrow services. This position is Non-Remote . Hourly rate $25 This position is BONUS earnings eligible.

Location:

Carlsbad Grand office (Carlsbad, CA), with support for our Encinitas office (travel is rare)

Shift:

Weekdays , 8:30 AM to 5:30 PM The Office Administrator functions in various capacities.

Responsibilities include:

LICENSING AND MEMBERSHIP

Handle all aspects of compliance:

• Processing hires, transfers, and terminations per SOP manual
• Track license expirations and follow up with required renewals
• Review DRE website monthly to ensure roster match
• Review Department of Realtors roster monthly to ensure roster match

TRANSACTIONS, TRUST LOG & RECORD KEEPING

• Review listings and sales sources for new activity
• Update all internal records with activity
• Ensure submission of CDAs
• Assist agents with Broker Compliance responsibilities, including submitting documentation
• Update Trust Log daily as applicable to new activity. Follow up as required.
• Complete file auditing for the office or if handled by an agent, follow up on completion of responsibility
• Maintain records according to company policy

ACCOUNTING

Handles various accounting functions:

• Processes all First Team commission checks and submits to Home Office
• Audits invoices from vendors and submits to accounting for payment
• Maintains Petty Cash and Dice Roll Funds and Reports
• Expense reports as required

FACILITIES MAINTENANCE

Handles various facilities matters:

• Maintains a clean and professional business environment
• Contacts vendors as necessary through Facilities Department
• Ensures equipment is in good working order and logs repairs

MARKETING AND ADVERTISING

Handles a variety of Marketing requests:

• Ensures ads are submitted by the appropriate deadline
• Communicates all advertising opportunities to agents
• Familiar with how to use and the content of First Place
• Familiar with Marketing's ordering procedure
• Trains on and promotes company tools to maximize agent exposure

OFFICE MANAGEMENT

Handles a variety of Office Management responsibilities:

• Ensures all compliance-related responsibilities are complied with
• Ensures all administrative work is completed
• Ensures the office facilities are maintained appropriately
• May oversee other office staff's work is completed
• Assists with projects and facilitates contests
• Plans, coordinates and promotes meetings, trainings and special events
• Is the eyes and ears for the company and alerts management of any concerns
• Assists Branch Manager with delegated responsibilities

CUSTOMER SERVICE / RETENTION

Promotes a positive working environment

• Attentive and Perceptive
• Responds to agent questions/inquiries regarding office procedures, equipment, and company tools
• Sensitive to agents needs and understanding of their job: flexible customer service
• Supports agents' business efforts and offers resources and training
• Communicates with the Home Office professionally and responds to their questions/inquiries
• Familiar with all Agent Services offered by the Home Office OTHER Handles various other projects as requested:
• Attends weekly office sales meeting
• Prepares office awards
• Attends Office Administrator meetings and trainings as scheduled
• Recruiting support and CRM management
• Other tasks and responsibilities as delegated by Branch Manager and Admin

QUALIFICATIONS

: 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. EDUCATION and/or

EXPERIENCE

High school diploma or equivalent required Minimum 1 year of administrative experience required Minimum 1 year of customer service experience required Prior real estate, title, or escrow experience in an administrative capacity preferred Strong computer skills in Microsoft Office, especially Excel, Word, and Outlook Experience with Google Workspace, ZipForms, and MLS systems is helpful Strong organization and follow-up skills

LANGUAGE SKILLS

Fluent in speaking, reading, and writing in English language Strong communication and interpersonal skills Other language skills helpful but not required

REASONING ABILITY

Strong ability to prioritize duties and solve problems Must arrive at work and all business meetings on time Able to work independently without daily supervision

PREFERRED TRAITS

Friendly, outgoing manner

• enthusiastic, always communicates with a smile Team player
• builds rapport in department, flexible, willing to assist others Professional
• maintains a positive, poised manner; respectful of others

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting in chair at designated workstation for extended periods of time while performing assigned duties. Extensive time reading printed materials or from a computer. Extensive keyboard and mouse usage. Light to moderate common office activities. Must be able to perform work safely without posing harm to self or others.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Standard office environment requiring regular interaction with branch-based personnel, real estate agents, external clients, and personnel at the Corporate office, branch offices, government buildings, and associated meetings. The noise level in the work environment is usually moderate. Consulting Companies, Staffing Agencies and 3rd Party Recruiters need not apply. We are an Equal Opportunity Employer. Applicants for all job openings are welcome and will be considered without regard to race, color, religion, national origin, sex, genetic information, ancestry, veteran status, age, gender identity, gender expression, sexual orientation, medical condition, physical or mental disability or any other basis protected by state, federal or local law. It is the intent of the Company to comply with all applicable federal, state and local legislation concerning equal opportunity in employment.

Job Type:

Full-time Pay:

$25.00 per hour

Benefits:

401(k) Dental insurance Employee discount Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance

Experience:

real estate: 1 year (Preferred) Customer service: 1 year (Required)

Administrative:

1 year (Required) Ability to

Commute:

Carlsbad, CA 92008 (Required)

Work Location:

In person