Job Description
The Office Administrator (OA) for the Woodstock office of John L. Scott is primarily responsible to ensure the office operates efficiently, the Broker Associates are provided services, and works closely with the Office Leader to create a productive and positive office environment. In addition, the OA implements strategies, operational systems, technical tools and marketing programs provided by Residential Operations. This role may direct the day to day activities of the office staff such as the Broker Service Representative, Listing/Transaction Coordinator and Marketing Coordinator. Most importantly, our Office Administrator, along with the Executive team and all employees of John L Scott embrace our core value, “Living Life as a Contribution”™.
PRIMARY RESPONSIBILITIES MAY INCLUDE, BUT ARE NOT LIMITED TO: • Implements, promotes and provides training of JLS programs and tools by brokers and support team members. • Stays abreast of the competition and related industry activities; maintaining current sign ordinances; monitoring, ordering and updating all MLS and JLS forms; maintaining the MLS Rules and Regulations manual; run MLS broker report-BVR and Association of Realtors broker report. • Provide backup administrative support for Marketing Services Rep including coverage of the front desk and phones with exceptional attention to customer service. • Assist office leader with recruiting efforts by maintaining recruiting reports, lists and materials and assist in development and implementation of recruiting strategies, projects and campaigns. • Maintaining a preferred vendor list of service providers; monitor broker real estate licenses; process new broker paperwork to: JLS, State, MLS, Association of Realtors; ensure the training of new brokers on office computers and JLS programs such as MyDesk, Cloud CMA, Trendgraphix, JohnLScott.com, UCR, Property Tracker etc.; maintain auto insurance verifications for brokers; maintain roster updates in CommTrex via Master File Record form; oversee proper processing and maintenance of Listing and Transaction files; update reports from JLS and MLS; order AHS and complete ProConnect information online for deals where policy is requested; enter broker charges into Billing Program; review and distribute broker bills from MLS and JLS. • Schedule office & support team events; schedule floor and open house spots & prepare schedule for brokers; gather important information/flyers for Sales meetings. • Maintaining fully operational, visually appealing professional facility; act as liaison with Landlord for repairs, upkeep, etc.; • order supplies and verify receipt; maintain and reconcile petty cash account; monitor, correct and get branch manager approval on invoices for payment; trouble shoot and maintain office equipment; engages with Broker Care for support only when unable to resolve a broker issue on his/her own; coordinates the branch safety program; completes and submits accident reporting forms; posts OSHA reports as required by federal/state law. • Additional duties as assigned by the Office Leader • Reliable attendance to be sure initiatives and processes are moving forward as well as ensuring customer service levels are where they need to be
REQUIRED KNOWLEDGE & SKILLS: • Ability to understand the Company culture in the client/broker/management relationships. • A positive mindset with exceptional attention to customer service • Knowledge of the technology available to serve the real estate industry • Practiced in Microsoft Suite such as Outlook Word, Excel, Publisher, Adobe Acrobat, PowerPoint etc… • Ability to create solutions and trouble shoot • Experience maintaining grace under pressure and a steady professional demeanor • Proficient in reprioritizing and multi-tasking • Accuracy and detailed oriented is key in performing all tasks • Effective communicator both verbal and written • Supervisory skills a plus, as this role may direct day to day tasks of office staff • Willingness to take on new tasks and assist Brokers as needed. This can require trouble shooting. • Applied knowledge of the technology available to serve the real estate industry • Ability to perform all tasks on the Broker Services Menu of Services and general office duties • A developed understanding of the Transaction and Listing process, Escrow, Mortgage, Title and Home Warranty Insurance products and services
QUALIFICATIONS: • College degree or equivalent work experience • Two years or more supervisory experience • Be willing to obtain or have a Real Estate License is a plus! • General office experience, PC/MAC and data entry skills • Microsoft Office intermediate/advanced skills • Sales and/or Real Estate experience helpful
POSITION & BENEFITS: • The position is full time, Monday-Friday, and is considered non-exempt for purposes of Wage and Hour Law • JLS benefits offerings for full time employees include: Medical, Dental, Vision, Prescription, Long Term Disability, Term Life, AD&D, FSA, and supplemental insurance options • Employees are eligible to participate in the JLS 401K retirement plan • Paid time off and personal paid leave in accordance with JLS policies • Internal career growth and training opportunities • Living Life as a Contribution® volunteer opportunities through the JLS Foundation
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop kneel to reach items on or near the floor • Specific vision abilities required by this job include close vision requirements due to computer work • Light to moderate lifting is required occasionally, 10-25 pounds • Regular, predictable attendance is required on site at this position’s
EQUAL EMPLOYMENT OPPORTUNITY POLICY: John L. Scott Inc. provides equal employment opportunities to all employees, and applicants for employment, and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Company Description
John L. Scott Real Estate was founded in 1931 in downtown Seattle, Washington. Through the years, we have grown to become one of the most productive real estate brokerage companies in the nation. That’s because we are a company that prides itself on supporting each individual sales associate and the relationship with their clients. We do this through comprehensive marketing programs and services, an award winning website, extensive business development programs, and superior residential brokerage services.