Administrative Manager

4 weeks ago

Palm Beach Gardens, United States William Raveis Real Estate Full time $55,000 - $65,000
Job DescriptionJob Description

William Raveis Real Estate, Mortgage & Insurance (WRRE) is the #1 family-owned real estate company in the Northeast and Florida. CEO William Raveis founded the luxury brokerage 50 years ago and has turned it into a real estate powerhouse with more than 4,400 talented sales associates across 140 offices. WRRE is the only privately held firm offering the most complete set of best-in-class services: from buying and selling with state-of-the-art marketing tools, to renovating and staging, to mortgage, insurance and closing services

Summary:

Our team is seeking an Administrative Manager to add to our Mirasol Country Club office in Palm Beach Gardens, FL office. In this position you will be working with high producing sales associates in the office. The ideal candidate will also become proficient with and provide a concierge-level of support to sales associates across all company platforms, including but not limited to, Raveis365, Moxi, Maxa, and Rezora. The candidate must also be highly organized, diligent, honest, and respectful, motivated to work, a fast learner who remembers what was learned to apply going forward and has a high capacity for multitasking and re-prioritization without losing track of any items.

Additionally, this person must be able to push forward proactive business building activities while executing day-to-day tasks. Other responsibilities include providing administrative support to the Sales Manager, Marketing Coordinator and Real Estate Agents.

Essential Functions:

Property Listings Management

  • Audit MLS to AppFiles (transaction management platform) to ensure transactions entered.
  • Notify agent of Listing or Contracts are missing in AppFiles.
  • Train agents on AppFiles platform and assist with entry as needed.
  • Check depositing and printing.
  • Communicate closely with off-site Transaction Coordinator for commission invoice needs.
  • MLS Assistance & Status updating; Track status changes for listings, i.e. price reductions, extensions, withdrawals/cancellations and ensure that proper documentation of status changes is received.
  • Order For Sale Sign installation & removal.
  • Schedule showing appointments if duty agents need assistance.

New Agent Setup

  • Assist onboarding with personal one-on-one meeting with new agent to explain AppFile protocol; floor schedule; familiarize with office access, equipment, supplies, etc.
  • Print New Hire Packets for Sales Manager to have on hand.
  • Order phone number, program number into phone system and AccessLine broadcast, program agent’s phone and voicemail.
  • Order business cards, name riders and open house signs as needed.
  • Add to office roster, cell phone, and address lists.

Additional Responsibilities:

  •  Receptionist Duties - Answer phones and direct calls appropriately.
  • Distribute incoming mail, process outgoing mail, maintain mail machine.
  • Maintain inventory/order office supplies, town maps, business cards.
  • Troubleshoot printer issues and phone issues; program/reprograms phone numbers and extensions for new/departing Agents.
  • Have knowledge of marketing platforms to assist agents.
  • Promote, assist, and help schedule with Sales Meetings, local and company events.
  • Email floor duty request forms to agents.
  • Assist Sales Agents with projects and mailings.
  • Social Media support for sales associates & office accounts.

Knowledge, Skills, and Abilities:

  • Experience in Real Estate, with an understanding of MLS systems.
  • Typing accuracy and speed on computer with computer proficiencies with - Microsoft 365 Suite, including Publisher, Adobe suite including photoshop.
  • Solid communication skills and excellent customer service skills to handle email and phone business.
  • Ability to prioritize meeting shifting demands in a sales environment.
  • Ability to work autonomously. Responsible for making decisions at the local office and communicating closely with management off-site. The ability to stand behind those decisions when given a task, and to
  • drive involvement with the agents.
  • Excellent written, editing and communication skills.

Physical Demands:

  •  This position requires an individual to sit mostly at a desk, working on a computer. On occasion the position requires standing, reaching, bending, squatting, and walking. The maximum requirement to lift is no more than 20lbs.

Hours of Work:

  • NOT a remote position. This role is in the office at our Mirasol Country Club office in Palm Beach Gardens, FL. Standard work hours are Monday through Friday from 8:30 am – 5:00 pm with regular and predictable attendance.
  • Professional Dress Code and Personal Grooming required.
Company DescriptionWilliam Raveis Real Estate, Mortgage & Insurance provides real estate, mortgage, insurance and settlement services to the consumer. We have approximately 520 employees who make up our management, headquarters staff, mortgage, insurance and settlement companies.Company DescriptionWilliam Raveis Real Estate, Mortgage & Insurance provides real estate, mortgage, insurance and settlement services to the consumer. We have approximately 520 employees who make up our management, headquarters staff, mortgage, insurance and settlement companies.

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