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Coldwell Banker United Realtors in Bellaire, TX is looking for a customer service champion to lead the administrative functions in the branch office and support our mission to help our agents live exceptional lives. Â Office Administrator acts as a customer service champion and liaison between the Sales Agents and Office Management and the applicable Service Centers. This position is the main point of contact for everything in the office, assisting agents with questions, general office procedures, and ensuring that all paperwork is processed to the Service Centers. This person is responsible for running the day to day operations and administrative functions of the branch office.ÂÂ Â Essential Job Duties:
Agent Support:Â Responsible for supporting and providing exceptional customer service to all agents. This includes, but is not limited to, supporting many of the aspects of onboarding new agents in the office, being a first point of contact for our agents and ensuring that office events, reminders, changes to procedures, etc. are communicated to our agents.
Administrative: Responsible for a variety of administrative tasks. ÂThis may include data entry, handling earnest money (checks), scanning documents, following up with agents or staff when there are missing items or changes, ordering signs, etc.Â
Account Payable & Receivable: Responsible for processing all vendor invoices and payments in a timely manner. This may include charging accounts receivable to agent's accounts, processing invoices, setting up new vendors, etc.
Reception: Responsible for providing a warm and welcoming environment for visitors and callers alike. This includes, but is not limited to, answering phones and directing callers to the appropriate destination, checking and responding to voicemails as needed, welcoming on-site visitors and processing mail to appropriate personnel. Other Duties:
Manage & maintain physical office space (including copiers)ÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂÂ
Maintain Office Roster
Attend all Office Administrator regional meetings; attend required webinars and conference calls to remain current with business trends and requirements.
Provide back up support as needed when other staff members are out of the office. Â Qualifications:
High School Diploma required.
2 years customer service experience required; Prior Real Estate strongly preferred.
Technologically proficient in all areas including but not limited to: familiarity with various operating systems on PCs and Macs and ability to navigate computer software and hardware
Ability to learn new software programs on an as needed basis, skillful in using the following programs including, but not limited to: Microsoft office programs such as Outlook, Word, Excel, PowerPoint, and Publisher (including utilizing templates and mail merge), and Adobe programs such as Adobe Acrobat
Creative problem-solving skills.
Ability to communicate with different audiences to convey message successfully and to change gear quickly to support different customers
Ability to multi-task, prioritize and be flexible with changing business needs in a team environment as well as manage deadlines and time constraints.
Customer focused, delivery oriented, good team member, values honesty and integrity Position Type and Expected Hours of Work:
Travel to other nearby offices may be required on an occasional basis.
Scheduled hours are based on business need. Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Â Physical Demands:
This is largely a sedentary role; however, the ability, with or without accommodation, to move around the office occasionally for filing or greeting guests is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. The employee must occasionally lift office products and supplies weighing up to 20 pounds. Must be able to physically, with or without accommodation, operate a computer, phone and/or copy machine. Must possess the ability, with or without accommodation, to express oneself, communicate with others, listen and exchange information. HTF1
