[Hiring] Office Administrator @Rocky Mountain Communities

Role Description

We are in search of an Office Administrator to lead our administrative needs, support our marketing efforts, and assist our staff and agents. A great fit for this role is an individual with a real estate background, ability to complete administrative tasks, some marketing experience, and can manage timelines of several moving projects.

Duties

• Administrative
  • Assist Broker and select agents with day to day tasks as needed
  • Answer incoming calls, manage office email and communication promptly
  • Build and maintain monthly floor schedule
  • Data entry for internal CRM and assist in conversion to paperless
  • Maintain listing showing instruction manual
  • Maintain client database (CRM) and communicate with customers, other agents, and service providers throughout the closing process
  • Open houses/broker events, schedule inspections, signings, appraisals, and service provider appointments
  • Provide support to agents and brokers during the sales process, including preparing documents, scheduling appointments, and sending emails
  • Schedule, meet, schedule, and prepare payment for strategic partners (photographers, inspectors, appraisers, etc.)
  • Create saved searches and Buyer/Seller drip campaigns
  • Coordinate resources and info for Buyers/Sellers
  • Fill in MLS info/forms for new Listings and Sold Comps
  • Pull public documents and records needed for transaction files
  • Oversee the process from purchase agreement to closing, including documentation, deadlines, and communication between parties
  • Create, update, and review real estate contracts
  • Create new systems and document systems/processes to create team operations manual
  • Prepare weekly client status updates for buyers and sellers
  • Coordinate Thank You’s, closing gifts, donations
  • Exchange accurate information to all parties in transaction
  • Can operate a computer and other office productivity machinery, such as a computer, copy machine, printer, scanner, and fax machine
  • Manage meeting invitations, order refreshments, coordinate and lead monthly office meetings and IT needs
  • Manage office supply inventory and order new items accordingly
  • Assist with special projects as needed
  • Must be proficient in Microsoft Office, Excel, Word, and PowerPoint
  • Maintain copy machine and office computers in the office work area
• Marketing
  • Maintain a marketing database
  • Manage all digital marketing, social media strategy, content creation, and distribution
  • Create and schedule email marketing campaigns (using provided templates)
  • Create and send direct mail campaigns (using provided templates)
  • Must be digitally savvy with online databases, website navigation, and have an aptitude for technology
  • Produce listing marketing materials (printed collateral, websites, etc.)

Qualifications

• Professional appearance and communication is a must
• Real Estate Industry Experience Required
• Excellent organizational skills to work independently and manage projects with many moving parts
• High School Diploma Required with minimum 4-year experience in a similar field and/or bachelor’s degree in related field
• Social Media management experience
• Proficient in Microsoft Products
• Experience in Adobe Products
• Marketing background
• Excellent communication skills (written and oral)
• Must be a team player and self-motivated individual who will find solutions and act
• Candidates must be detail-oriented with a focus on customer service
• Professional References Required