Job Description

General Description:

The Office Coordinator (OC) will assist the Sales Director with the smooth operation of all office, agent, and administrative support services. The individual will provide agents with the tools to assist them with their listings and sales to help increase their productivity. The OC is central to the smooth operation of the branch office and to the flow of all transactions.

The Office Coordinator needs to be a good problem-solver and be able to work well independently. Additionally, the individual must possess a high level of interpersonal skills, provide excellent customer service, and have a wonderful phone personality to interact effectively with staff, agents, and clients.

Essential Functions:

• Promote a service-oriented attitude, especially towards the agents
• Open and close the office punctually, Monday-Friday, 9 a.m. to 5 p.m.
• Report issues to the Executive Manager of Sales.

Support agents:

• Welcome new agents to the firm, following the DE onboarding guidelines.
• Process agent listings and deals through Douglas Elliman approved platforms (ex. ReChat, Smartsheet, Brokermint) & MLS, CRMLS services.
• Partner with Agents on their listings, including:
• Reviewing all listing paperwork to ensure MLS compliance.
• Proactively reach out to Agents for listing extension paperwork or addendums, if necessary,
• Review MLS and ensure property description complies with MLS rules and regulations, adjust if needed.
• Enter Agents’ Brokerage and Public open houses information on MLS.
• Upload high resolution listing photos onto the DE/Knight Frank MMS feed.
• Facilitate change management of listing signs, including installation, repair, and removal.
• Monitor and update statuses, update, and flow through our internal systems, pushing deals to Manager for deal approval in a timely manner.
• Partner with Agents on their closings of sales, referrals, and lease transactions.
• Process deals through Brokermint and work with commission team for accurate CDAs, close deals, monitor for accuracy and keep current COE dates and data.
• Receive, enter and process deals into Smartsheet with accurate sale price, close date, and deposit information. Create complete close packages with all required documents and mark it to have payment request flow to NY for timely payment.
• Deposit all checks via JP Morgan account, pull records and document them properly.
• Work with Accounting on all wires and record appropriately.
• Work with agents and Manager to ensure deals are compliant.
• Understand the MLS flow and transaction process, ensuring deals are up to date. Continually update information on platforms.
• Assist with creation of listing presentations or mailings as requested by agents.
• Attain proficiency in the use of company platforms to assist agents when required.

Maintain neat and orderly professional working environment at the branch office(s)

• Maintain entire front reception area.
• Maintain conference room and its schedule of usage.
• Maintain, clean & stock kitchen for full usage.
• Manage the office equipment and supply stock.
• Manage copy areas and marketing supplies.

Provide miscellaneous administrative duties:

• Draw up documents, typing, as requested.
• Assist in agent deal processing and listing management.
• Assist sales manager in facilitating meetings and events.
• Assist agents and customers with marketing, listing and transaction process questions.
• Ensure cheerful reception and hospitality for agents and guests.

Agent Mailings:

• Assist agents with mailings when requested.
• Filtering all USPS mail

Qualifications:

• Minimum 5+ years of experience working in office operational roles.
• Ability to thrive in a fast-paced environment.
• Ability to identify weak spots & can improve efficiency.
• Great planning, organizational, & project management skills.
• Is result driven & can communicate with vendors, agents, & staff effectively.
• Can work multiple projects at once while keeping each project to the highest standard.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Pay scale $50K-$60K on a 35 hour work week and depending on experience.

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