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Administrative Coordinator

Company: First Team Real Estate
Location: Laguna Niguel
Posted on: November 19, 2021

Job Description:

SUMMARYThe Administrative Coordinator functions as the administrative and operations contact and support person for a busy Real Estate sales office. This position requires the ability to multi-task day-to-day activities, meet deadlines and ensure compliance with company policies. This position will interface with all levels of personnel including sales staff, manager, corporate personnel, clients, and vendors. The Administrative Coordinator works in conjunction with the Office Administrator to ensures the smooth and efficient operations of the office. Must work independently with minimal supervision.Responsibilities that keep the office in compliance per Department of Real Estate (DRE) requirements are the highest priority.The Administrative Coordinator functions in various capacities. Responsibilities include: LICENSING AND MEMBERSHIPHandle all aspects of compliance: - Processing hires, transfers and terms per SOP manual - Track license expirations and follow up with required renewals - Review DRE website monthly to ensure roster match - Review Department of Realtors roster monthly to ensure roster matchTRANSACTIONS, TRUST LOG & RECORD KEEPINGHandle all aspects of compliance: - Review listings and sales sources for new activity - Update all internal records with activity - Assist agents with Broker Compliance responsibilities, including submitting documentation - Update Trust Log daily as applicable to new activity. Follow up as required. - Complete file auditing for the office or if handled by an agent, follow up on completion of responsibility - Maintain records according to company policyACCOUNTINGHandles various accounting functions: - Processes all First Team commission checks and submits to Home Office - Audits invoices from venders and submits to accounting for payment - Handling accounting functions as needed - Maintains Petty Cash and Expense reports as neededFACILITIES MAINTENANCEHandles various facilities matters: - Maintains a Clean, Professional Business Environment - Contacts vendors as necessary through Facilities Department - Ensures equipment is in good working order and logs repairsOFFICE MANAGEMENTHandles a variety of Office Management responsibilities: - Ensures all compliance related responsibilities are complied with - Ensures all administrative work is completed - Ensures the office facilities are maintained appropriately - Assists with projects and facilitates contests - Plans, coordinates and promotes meetings, trainings and special events - Assists Branch Manager with delegated responsibilitiesCUSTOMER SERVICE / RETENTIONPromotes a positive working environment - Attentive and Perceptive - eyes and ears for the company and alerts management of any concerns - Responds to agent questions/inquiries regarding office procedures, equipment, and company tools - Sensitive to agents needs and understanding of their job: flexible customer service - Supports agents' business efforts and offers resources and training - Communicates with the Home Office professionally and responds to their questions/inquiries - Familiar with all Agent Services offered by the Home OfficeOTHERHandles various other projects as requested: - Trained as Back Up for Office Administrator; provides coverage for absences and any required assistance - Attends weekly office sales meeting - Prepares office awards - Attends meetings and trainings as scheduled - Recruiting support and CRM management - Other tasks and responsibilities as delegated by Branch Manager and Home OfficeAbility to work in a constant state of alertness and safe manner.QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.EDUCATION and/or EXPERIENCEHigh school diploma required.Office operations, real estate seminars and training sessions helpful.Strong computer skills in Microsoft Office, especially Excel, Word and Outlook.Experience with the Internet, Google, Zipforms and MLS helpfulStrong organization and follow up skills.Prior real estate, title, or escrow experience in an administrative capacity preferredLANGUAGE SKILLSFluent speaking, reading and writing in English languageStrong communication and interpersonal skillsOther language skills helpful but not requiredREASONING ABILITYStrong ability to prioritize duties and solve problemsMust arrive to work and all business meetings on timeAble to work independently without daily supervisionPREFERRED TRAITSFriendly, outgoing manner - enthusiastic, always communicates with a smileTeam player - builds rapport in department, flexible, willing to assist othersProfessional - maintains a positive, poised manner. Respectful of othersPHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting in chair at designated workstation for extended periods of time while performing assigned duties. Extensive time reading printed materials or from a computer. Extensive keyboard and mouse usage. Light to moderate common office activities. Must be able to perform work safely without posing harm to self or others.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Standard office environment requiring regular interaction with branch based personnel, real estate agents, external clients, and personnel at the Corporate office, branch offices, government buildings and associated meetings. The noise level in the work environment is usually moderate.Consulting Companies, Staffing Agencies and 3rd Party Recruiters need not apply.We are an Equal Opportunity Employer. Applicants for all job openings are welcome and will be considered without regard to race, color, religion, national origin, sex, genetic information, ancestry, veteran status, age, gender identity, gender expression, sexual orientation, medical condition, physical or mental disability or any other basis protected by state, federal or local law. It is the intent of the Company to comply with all applicable federal, state and local legislation concerning equal opportunity in employment.Job Type: Full-timePay: $18.00 per hourBenefits:

  • 401(k)
  • Dental insurance
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insuranceSchedule:
    • 8 hour shift
    • Monday to FridayEducation:
      • High school or equivalent (Preferred)Experience:
        • Customer service: 1 year (Preferred)
        • Real Estate: 1 year (Preferred)
        • Administrative: 1 year (Required)Work Location:
          • One locationWork Remotely:
            • NoWork Location: One location

Keywords: First Team Real Estate, Laguna Niguel , Administrative Coordinator, Administration, Clerical , Laguna Niguel, California

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