Office Operations Specialist

2 weeks ago


Carlsbad, United States Vaco Full time

The role of the **Office Operations Specialist** is crucial for maintaining the efficiency and productivity of the workplace. This position demands a proactive individual who can manage multiple responsibilities while adhering to company protocols. The Office Operations Specialist plays a key role in supporting agents to enhance their performance through effective office management.

Key Responsibilities:

  • Oversee compliance matters by adhering to the standard operating procedures, monitoring license renewals, and ensuring all records are current and accurate.
  • Maintain internal documentation by updating activity logs, submitting necessary paperwork, and conducting regular audits to ensure compliance.
  • Manage various financial tasks, ensuring the accurate and timely entry of transactions into accounting systems, and tracking financial closings.
  • Prepare commission disbursements for approval and coordinate payments while ensuring compliance with regulations.
  • Verify vendor entries for payment and conduct audits on vendor invoices to maintain financial integrity.
  • Ensure the office environment is organized, clean, and well-stocked with necessary supplies.
  • Coordinate marketing initiatives by submitting advertisements on time and collaborating with agents to enhance their visibility.
  • Organize and promote meetings, training sessions, and events to foster team development.
  • Participate in sales meetings and training programs to stay updated on best practices.
  • Address inquiries from agents and undertake additional tasks as required.

Qualifications:

  • Proficient in Microsoft Office Suite, particularly Excel, Word, and Outlook.
  • Familiarity with online tools, including Google applications, Zipforms, and MLS is advantageous.
  • Exceptional organizational skills with a strong emphasis on follow-up.
  • Excellent communication and interpersonal abilities.
  • Strong problem-solving skills with the ability to prioritize tasks effectively.
  • A friendly, approachable demeanor with a professional attitude.


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