Job Description
POSITION BRIEF
The Administrative Supervisor is responsible for the financial reporting, administrative support and the execution of business policies and procedures within a brokerage office. Position will perform a variety of administrative, marketing & supervisory duties within a fast-paced environment.
GENERAL DUTIES
- Financial:
- Prepare, monitor and maintain accurate internal financial reports
- Prepare and send invoices
Monitor receivables and ensure collections are made in a timely manner
- Execute expense management and control consistent with company policy
Assist with the preparation and management of the annual budget for the office
- Administrative Support:
- Responsible for leadership and performance of the office support team
- Assist with recruiting and training support positions
Provide formal supervision to staff personnel, as well as coaching
- Ensure real estate licenses are renewed in a timely manner
- Business Procedures:
- Assist in the preparation of contracts and agreements
Maintain and audit active and closed transaction files
- Ensure compliance with state and federal real estate regulations
OTHER RESPONSIBILITIES
- Provide leadership to administrative team & support for commercial real estate brokers
- Manage projects & tasks to completion
- Create Excel, Word & PowerPoint documents
Compose/type general & confidential correspondence
- Coordinate mapping, research & graphic design to successfully implement marketing for clients & properties (listing flyers, tour books, etc.)
- Code A/P invoices; prepare, send & track invoices for commissions
Copy & assemble documents, correspondence and other material into final form
- Manage property database, deal files, including filing correspondence, contracts, listings, etc.
Handle travel arrangements
- Assist with outside messenger services, couriers, vendors, contractors & mail delivery
Miscellaneous duties as directed
Job Requirements
QUALIFICATIONS
- Previous commercial real estate experience desired
- Decision-making and problem solving ability
- Project management experience
- Excellent verbal and written communication skills
- Knowledge of financial terms and principles
EDUCATION and EXPERIENCE
- Bachelor’s degree (BA/BS) or equivalent experience
- Advanced skills with MS Word, Excel and Powerpoint
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