Position Overview
The Office Administrator plays a key role in supporting the daily operations of the Apex group of companies. The ideal candidate is detail-oriented, tech-savvy, and comfortable working in a fast-paced, client-focused industry.
Key Responsibilities
• Oversee daily office operations and maintain an organized, efficient work environment.
• Manage office supplies, vendor relationships, and equipment maintenance.
• Handle incoming calls, emails, and client inquiries with professionalism and courtesy.
• Maintain accurate company files, property listings, and transaction records.
• Support agents by preparing listing agreements, purchase contracts, and disclosure forms.
• Track transactions and timelines, ensuring compliance with state and brokerage requirements.
• Upload and maintain transaction documents in brokerage systems and marketing platforms.
• Coordinate communication between agents, clients, title companies, and lenders.
• Create and post property listings on CoStar, Crexi, company website, and marketing platforms.
• Assist with marketing materials such as flyers, postcards, and social media posts.
• Coordinate photography, signage, inspections, and franchise transfers.
• Process commission disbursements, vendor payments, and expense reports.
• Assist with budgeting, bookkeeping, financial recordkeeping, and payment of invoices.
• Generate weekly and monthly office performance reports as needed.
• Assist with onboarding new agents and maintaining licensing records.
• Support management with scheduling, meeting coordination, and document preparation.
• Assist in event planning and coordination.
• Ensure exceptional service standards for clients, visitors, and team members.
Qualifications
• Knowledge of CoStar, Crexi and other marketing platforms, real estate contracts, and transaction processes.
• Strong proficiency with Microsoft Office, Google Workspace, and CRM platforms.
• Experience with real estate software such as DocuSign, Monday.com, RealNex, Canva, and Adobe Acrobat is a plus.
• Excellent communication and organizational skills.
• Active Real Estate licence preferred.
Key Competencies
• Professional demeanor and customer-service mindset.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities under deadlines.
• Discretion with confidential information.
• Initiative and adaptability in a dynamic office environment.
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