Office Administrator

Position: Office Administrator (Weekends)Job Status: Onsite, Full-time | Thursday to Monday - 8:30 am to 5:00 pmReports to: Marketing & Operations DirectorOverviewWe are seeking a dynamic and highly organized Weekend Office Administrator to join our team! This vital role keeps daily office functions running smoothly and provides exceptional support to staff and clients alike. If you thrive in a fast-paced environment, excel at multitasking, and are passionate about delivering outstanding customer service, this opportunity is a great fit. This position manages and coordinates weekend office and real estate responsibilities, including client relations, scheduling, and other operational activities, to ensure efficient, timely, and accurate procedures that support the organization's overall business plan, clientele, and strategic goals. This is a full-time position, Thursday through Monday.Key ResponsibilitiesAssist the brokers and marketing director as needed. These duties include, but are not limited to, client verification, contact management (CRM), preparing and organizing specialized reports (Property Comparisons and Agent Sales) from market research, assisting with events and their planning, answering phones, and writing emails.Weekly open houses - Each Sunday, you will coordinate our Sunday open houses. Responsibilities include scheduling hosts, ensuring homes are appropriately stocked, delivering prepared paperwork and materials, handling any open house/hosting issues, and updating the broker on any issues or activity.Positive brand ambassador. As a client-facing member of the team, your duties will include developing and maintaining positive relationships with present and potential clients in our office and in the community.Administrative DutiesManage front desk responsibilities, including greeting visitors and directing phone calls using multi-line phone systems with professionalism and courtesyPerform data entry tasks accurately using Microsoft Office and spreadsheets to maintain organized recordsHandle calendar management and scheduling for team meetings, appointments, and events with precisionMaintain filing systems, both electronic and physical, ensuring easy retrieval of documents and confidentiality of sensitive informationProvide clerical support, including proofreading documents, word processing, and preparing correspondence or reportsOffer excellent customer support by addressing inquiries promptly via phone or email, ensuring positive client communication experiences. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with productivity software for efficient office operationsStrong computer literacy with the ability to perform data entry, manage spreadsheets, and utilize technical tools effectivelyExceptional phone etiquette and communication skills to handle front desk duties and client interactions confidentlyUpdating the Brokers and/or operations manager on a daily basis of all activityPreparing and completing contracts and listing appointment paperwork in AppFilesSupporting our Brokers on showings before, during, and after as neededRunning errands as needed (driver’s license mandatory): getting keys cut, testing keys, and delivering checks or other confidential documentsOrganizing and finalizing open house assets weeklyPrevious office experience or administrative experience is preferred to ensure seamless integration into our workflowAbility to prioritize tasks efficiently using time management techniques while maintaining a positive attitudeLicensing & AdditionalMust possess a current, valid driver’s license, means of transportation, and applicable insurance coverageMust be comfortable working in a small business environmentReal Estate experience preferred but not requiredKnowledge of the real estate industry and customer service, either through formal study or job experience, preferredAbility to work non-traditional hours as business or as broker or client needs dictateInternal software: Outlook, MS Office & Teams, AppFiles, Flex MLS, Monday.com, ShowingTime, CRM softwareComfortable working in a small business environmentBenefits:Health and Vision insurance 100% paidPaid time offWork Location: In person