Office Administrator

Hello; I am searching for an Office Administrator who considers themselves a hard worker, cheerful & energetic, enjoys assisting others, and has some understanding & familiarity with the real estate and/or lending/financing industry, and likes to be part of a fast-paced team!

This Job Role includes:

The Office Administrator supports company operations by prioritizing reception duties, ensuring efficient communication, maintaining office systems, monitoring & tracking that key company reports are submitted in a timely manner, maintains valuable databases for improved company production & income, and coordinates with external IT and management to uphold the organization of the office. This role is key to ensuring smooth daily operations, regulatory compliance, and proper handling of office resources and reporting, all while maintaining an aesthetic and distraction free space/office for all to work in.

Essential Responsibilities

The Office Administrator is responsible for maintaining a clean, organized, and fully functional workspace to support efficiency and productivity, facilitating the company Owners to better manage the day to day production.

Key Duties:

Office Management

• Reception Management: Handle all reception responsibilities as a priority, including routing calls and voicemails, properly delivering/routing any items that are brought in person to the office, and ensuring clear communication with all clients.
• Opening and Closing Checklists: Oversee and complete office opening and closing procedures daily, ensuring the office is secure & set up for production accordingly.
• Mail and Shredding: Manage all incoming and outgoing mail, including flat-rate mailers to nearby mailboxes or the Post Office, and oversee shredding, ensuring it is kept neat and secure until it is processed by an outside contractor.
• Office Upkeep: Maintain a clean and organized workspace, ensuring no broken items are left unattended, any poorly operating machinery is quickly repaired, and any needed IT assistance is provided in close coordination with our outside IT contractor, keeping a clean common space and company kitchenette.
• Inventory Management: Ensure that office and common area supplies and any needed event supply items are adequately stocked, reorder as necessary, and manage quarterly reimbursement requests for supplies ordered on behalf of other departments.

Tracking and Reporting

Regulatory Tracking: Track and propose if possible updates for federal, state, and city reports, forms, licensing, and ensure timely completion and submission in coordination with the owners.

• HR & Insurance Compliance: Assist with tracking company insurance policies, regulatory requirements, and HR notices, ensuring compliance with necessary postings and documentation.
• Office Statistics and Analytics: Ensure all weekly and monthly office statistics are updated by set deadlines. Helps to input & maintain company databases.

Office & Logistics Support

Professional Development: Monitor important calendar dates such as conventions, appointments, and continuing education deadlines for licensed employees (currently includes both owners).

Travel Arrangements: Coordinate booking of hotels, flights, and other accommodations for business travel.

• Database and Analytics Maintenance: Input business data, including analytics for loan logs and breakdowns, inputs emails from business cards, magazine emails, and maintain shared databases for Investors and referral sources.
• Open House Set-Up: Prepare the office for open houses, including cleaning, setup, and hosting support.

Marketing Supplies: Monitor and maintain inventory of promotional materials displayed at the office like business cards, hard money fliers, etc., ensuring timely printing in collaboration with the Marketing Coordinator.

General Responsibilities

Assist with projects assigned by the Broker or Director of Administration.

• Foster a professional, positive & lively environment by interacting with employees and visitors in a supportive, courteous and energetic manner.
• Contribute to team objectives and accomplish related tasks as needed.

Qualifications:

· Minimum of two years’ related experience and/or training.

· Must have excellent organizational skills.

· Familiarity or knowledge about real estate & lending industry (such as banking, mortgages, escrow, title, or loan servicing experience)

· Good computer skills on MS Office & Excel at least

· Ability to multitask while keeping attention to detail and excellent organizational skills.

· Must sincerely enjoy helping others, have a desire to provide excellent service not just to customers but to internal office employees, knowing that the better service results in improved production & income for the businesses.

Language Requirements: Proficiency in written and verbal communication skills in English is essential. To succeed in this field, you will need to have the perfect combination of an outgoing, agreeable personality and great communication skills, whether on the phone, in person, or via email.

Physical Requirements: While performing the duties of this job, the employee is regularly required to sit for up to 3 hours at a time. The employee may be required to lift and/or move up to 50 pounds. Must be able to type a minimum of 45 WPM.

Work Environment: Shared work environment.

Hours: This position is full time, 40-hour week in the office, Monday – Friday 8:30am – 4:30pm.

Pay Rate: Hourly hire at $25 - $27 an hour depending on experience.

If interested, please reach out by direct message here or by phone at 707-708-0797 and ask for Ari, the company's Director of Administration.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Application Question(s):

• Are you comfortable holding a fast-paced receptionist position, calmly & happily communicating with clients and referral partners - in addition to other responsibilities?

Language:

• English (Required)

Ability to Commute:

• Santa Rosa, CA 95401 (Required)

Work Location: In person

Salary : $24 - $27