Real Estate Office Manager

1 week ago

Augusta, Maine, United States Keller Williams Realty Augusta Partners Full time
About the Role

We are seeking an exceptional leader to join our team at Keller Williams Realty Augusta Partners as a Market Center Operations Manager. This multifaceted position demands extensive experience in operations, a servant leadership mindset, and a genuine eagerness to learn and grow.

Key Responsibilities
  • On-Site Accounting Functions:
    • Complete all logs for central accounting regarding earnest money deposits and commissions received.
    • Deposit all earnest money deposits into an escrow account and deposit operating account deposits based on information from the central accounting.
    • Review accounts receivable and make care calls regarding balances.
    • Handle all direct communication with agents regarding commissions and escrow availability.
    • Ensure Win-more is updated for all agent splits and team caps, including CAP-managed agents.
    • Ensure Z to C is updated for all new coaching agents.
    • Receive, approve, scan, and send AP invoices to central accounting for processing.
    • Scan and upload credit card receipts to the cloud.
    • Complete daily 4 conversations for the region.
    • Perform monthly and quarterly MLS updates.
  • Agent Services:
    • Onboard new agents.
    • Manage GA and SC licensing services for agents.
    • Conduct one-on-one sessions with agents to set up KW Tech tools and other essential systems.
    • Teach tech classes to agents virtually and in-person.
    • Presentations for monthly office meetings.
    • Maintain office tech, including Facebook pages and groups, public website, Google Business, recruiting sites, and agent resources site.
    • Drive the use of ancillary services by engaging both new and existing associates with the benefits of using our in-house companies.
    • Update office forms and distributions to agents.
    • Reneew office licenses and MLS board status.
    • Attend KWAP and regional meetings.
    • Update Command MC and implement Smartplans for agent retention and guidance.
  • Office Manager:
    • Payroll: reporting, setup of new employees.
    • Employee yearly reviews.
    • Maintenance and regulation of office systems and materials, including phones, computers, internet, scanners, cleaning services, landscaping/snow removal, water, and supply services.
    • Setup of office functions, including classes, masterminds, happy hours, and parties.
    • Engage in the four conversations of the growth initiative as a leader.
    • Help construct projections in appointments, gross, net, and profit.
    • Regularly communicate actual numbers and support the team in identifying solutions if actual results are not in alignment with goals.
    • Build the market center's value package and lead systematic communications of value.
    • Build systems to ensure all associates in production have CGI goals.
    • Take minutes in ALC meetings.
    • Work with the market center leadership team to construct systems to direct associates to the production solution that is right for them.
    • Conduct CGI conversations with associates on a weekly basis to ensure they stay on track to achieve their goals.
    • Consult with associates on shared business-building fundamentals.
    • Lead support and operational systems that empower associate businesses.
    • Oversee purchasing (supplies and equipment).
    • Oversee maintenance of office equipment and technology.
    • Create agendas and record meeting minutes.
    • Retention and care calls for existing associates.
    • Contact co-op agents from recent transactions to help build pipeline.
    Requirements
    • Bachelor's degree in Business Administration or related field (preferred).
    • Proven experience in operations and accounting within the real estate industry.
    • Strong proficiency in KW Tech tools, Command, Docusign, and Showing-time.
    • Exceptional communication and interpersonal skills to build strong relationships with agents and team members.
    • Detail-oriented and highly organized, with the ability to manage multiple tasks and projects efficiently.
    • Demonstrated leadership qualities, including the ability to inspire and empower team members.
    • Familiarity with office management and payroll procedures, ensuring smooth day-to-day operations.
    • Strong analytical skills to review accounts receivable, make care calls regarding balances, and handle direct communication with agents regarding commissions and escrow availability.
    • Tech-savvy with a willingness to teach tech classes to agents, keeping them updated with industry advancements.
    • Ability to support new agent onboarding and conduct one-on-one sessions to set up KW Tech tools and other essential systems.
    • Proficiency in using social media platforms, such as Facebook, for maintaining office tech and engaging with the real estate community.
    • A customer-centric approach, dedicated to providing excellent service to agents and clients.
    • Familiarity with MLS updates and licensing services for agents, ensuring compliance and seamless transactions.
    • An entrepreneurial mindset, always seeking opportunities to improve processes and support the growth of the market center.
    • A positive attitude and a passion for fostering a collaborative and motivated work environment.

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