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Office Administrator

2 months ago

Los Gatos, United States Sereno Full time

SUMMARY: The Agent Office Ambassador at our Los Gatos office provides hands-on support and oversight for the day-to-day needs and functions for Sereno’s Los Gatos office. Sereno’s mission is to provide the highest level of support for our real estate team to ensure they can deliver the best possible experience to the client.


This is an in-person position with the expectation to provide onsite support as deemed necessary - this role will be approximately 30 hours/week.


Job Duties:

  • Provide onsite first-class customer service to all clients, staff and guests
  • Cultivate a positive work environment and communicate in a proactive and responsive manner to drive successful outcomes
  • Establish and maintain effective working relationships with management, co-workers, agents, clients, and vendors
  • Assist agents with ordering and managing sale/open house signs including panels, A-frames and riders
  • Oversee administrative needs such as maintaining agent rosters, ordering sign installations, and providing hands-on administrative support for agents’ transactions when needed
  • Use Brokermint to manage data input for transaction management and accounting systems
  • Maintain efficient personnel records in Google Drive for all agents and agent assistants assigned to the office
  • Exercise discretion and maintain confidentiality at all times with regard to all agent, client, and company information
  • Problem solve to meet client and agent needs, including collaboration with other departments within Sereno (Marketing, IT, Finance)
  • Build rapport with office staff, management, and agents and serve as the point of contact for all office related needs
  • Coordinate with Facilities to arrange vendor services where necessary (carpet cleaning, janitorial, paint, plumbing)
  • Collaborate with VP of Experience to assist with overseeing office relocation, renovations and other facilities related duties when needed
  • Oversee office equipment maintenance and service needs and ensure the technology team is aware of needs immediately within the office
  • Maintain cleanliness, organization and upkeep of the office and property
  • Maintain and update the S2 and Brivo door systems to ensure doors open and lock at the appropriate times and all keys are created, updated, and removed in the system as needed
  • Provide coverage and administrative support to other Sereno offices when needed
  • Ensure the office is consistently well-stocked with supplies
  • Relieve other team members for required lunch breaks
  • Some travel within the Bay Area may be required for certain events
  • Be a consistent, reliable onsite presence for the various needs of the Willow Glen office.


Office Support to VP of Experience

  • Coordinate meetings for all team members to ensure a culture of collaboration
  • Oversee the onboarding and offboarding of agents to ensure a seamless, accurate and cohesive experience when joining and leaving the company
  • Coordinate office events and lunches by ordering food, coordinating setup and clean up, managing RSVP’s, ensuring AV equipment is ready for use
  • Update VP of Experience on overall office and agent activity


Marketing and Sales Support for Agents

  • Provide hands-on marketing and sales support to agents by assisting with utilizing marketing tools and platforms such as Moxiworks, Realscout, Homesnap, and other core Sereno tools.
  • Support agent with using company tools and technology to create a Comparative Market Analysis (CMA) report when needed
  • Collaborate with the Marketing department to stay abreast of marketing strategies that help drive sales
  • Support agents with developing their social media presence to further enhance their individualized marketing strategies


SKILLS & QUALIFICATIONS: Below is a summary of the experience, skills, and education a candidate needs to possess to be successful in the role:


  • Minimum 2 years administrative/customer service experience
  • Skilled at being proactive, patient, accurate and a good communicator
  • Must possess solid technical proficiency with Microsoft Windows and G-Suite
  • Experience working within CRM or real estate-related transaction management software is a plus
  • Experience with overseeing facilities for office relocations and renovations
  • Experience with using marketing strategies to drive sales


PHYSICAL REQUIREMENTS:


While performing the duties of this job, the employee is frequently required to do the following:


With or without reasonable accommodation(s), the essential functions of this position require certain physical and mental abilities. These abilities include, but are not limited to: sitting, standing, walking, bending, stooping, pushing, pulling, lifting (up to 25 lbs.), typing, writing (in English), reading (English), speaking (English), seeing, hearing, driving, basic mathematical calculations, problem-solving, reasoning, composition, and decision-making.

Moderate noise associated with a small office work environment.