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Operations Manager

2 months ago

Breckenridge, United States Breckenridge Associates Real Estate Full time

Operations Manager Job Description     


Skills Required:

  • Be proficient in Office 365
  • High level attention to detail and organizational skills required
  • Be punctual and reliable in attendance during scheduled office hours
  • Greeting guests/clients in a friendly and professional manner in person and on the phone
  • Complete special projects as requested in a timely manner
  • Flexibility in covering shifts for the front desk when needed due to vacation or personal leave of other staff members
  • The ability to communicate in a clear and efficient way
  • Maintain a positive attitude while facilitating a professional environment
  • Ability to work in a multi-tasking high energy environment
  • Teamwork mentality


Tasks Required:

Administrative

  • Provide executive level administrative support and personal assistance to our real estate brokers and staff
  • Process incoming real estate leads and distribute accordingly
  • Process incoming/outgoing calls, e-mail, USPS mail and delivered packages
  • Schedule showings for brokers using Showing Time software (will train in required software)
  • Order and restock office supplies; maintain the office supply storage areas and reorganize as needed
  • Responsible for office opening/closing checklist procedures
  • Assist in maintaining a specific schedule for the use of our Summit Foundation medallions, and responsible for checking them in/out

Process and update new listings and price changes

  • Update and accept documents as available
  • Review documents for completion and accuracy
  • Communication and follow up with brokers as needed
  • Manage electronic lock boxes
  • Update and manage showing instructions and notifications

Manage referrals and relocation

  • Be liaison between BARE and referral network
  • Attend Zoom and local meetings
  • Educate brokers on updates and changes
  • Manage all incoming update requests
  • Manage Outgoing referrals and communication with disposition companies

Create and distribute print and electronic marketing material

  • New listing flyers
  • New listing and just sold postcards
  • Create and send email marketing (new listings/price changes)
  • Create QR Codes
  • Maintain and update flyer rack and books

Run office reports in multiple programs, compile, and send to our accountant/brokers

  • End of month reports (printer/copy logs/pass through)
  • Biweekly expiring soon reports
  • Send monthly showing reports to data company

Save and update stats on website

  • Save all Documents
  • Update Website

Update and maintain procedure manuals

  • Daily operations
  • Website tasks

Relationship Management

  • National Repertory Orchestra
  • Domus Pacis
  • Sponsorship relationships and funding
  • Coordination and negotiation with contractors

Strategic Planning

  • Print reports
  • Meet with committee members

Manage Parking Passes

Quality assurance for the articles and materials produced in house

  • General proofing of marketing material and articles
  • Real estate magazine
  • Manage the Dining Guide 

Update and program playlists on Sisyphus

Help to coordinate and be onsite support for company events (w/ Events Committee)

  • Fourth of July Party
  • Summer Porch Series Concerts 
  • Company Parties 
  • Admins Retreat

Order/Purchase all office supplies

Communication with bookkeeper

  • Submit payroll
  • Track PTO/Sick time
  • Update employee 401K as needed
  • Update employee health benefits as needed

Manage front desk schedule

Manage and distribute floor time schedule

Be proactive in establishing a welcoming yet professional atmosphere within the office space inside and outside

  • Flowers and yard in the summer
  • Holiday decorating and organizing
  • General upkeep of main level of the building

Manage daily duties while prioritizing all additional requested tasks and special projects in Trello

Update broker list monthly in email marketing software 


Not Required but bonus skills:

  • Basic understanding of real estate contracts
  • Agile Project Management experience (Trello, Jira, Atlassian or other)
  • Adobe In-Design experience

Benefits:

  • Medical/Dental/Vision/Accident opportunities
  • 401K Matching Opportunities
  • Employee Parking Pass (South)
  • Ski Pass
  • Paid Personal Time Off
  • Paid Sick Time
  • Daily Dog visits