What are the responsibilities and job description for the Office Administrator position at Southern Visions Realty, INC?
We are seeking a highly organized and detail-oriented Office Administrator to support our real estate office. This role is essential in ensuring smooth daily operations, handling administrative duties, and providing excellent customer service to agents, clients, and vendors. The ideal candidate will be proactive, tech-savvy, and able to manage multiple responsibilities efficiently.
Responsibilities:
Administrative Support & Office Management
- Answer and direct phone calls, including transferring calls to agents and managing call forwarding through Windstream.com.
- Monitor and respond to emails in the Admin inbox.
- Process pending and closed files, ensuring all required documents are submitted for approval and properly filed.
- Maintain office supplies, including ordering inventory and restocking as needed.
- Distribute incoming mail and manage outgoing mail daily.
- Ensure common areas, including conference rooms and break areas, are clean and well-maintained.
- Load/unload the dishwasher weekly and take out the trash on a regular schedule.
- Maintain and update office password sheet and lockbox inventory bi-weekly.
Transaction & Sales Support
- Log 2025 sales in the Town of Lexington and Gilbert into a spreadsheet.
- Assist in creating and updating weekly listing tables for active and pending listings.
- Navigate CMLS (training provided for Aiken MLS).
- Maintain copies of contracts and bank statements in designated storage.
Client & Agent Assistance
- Greet and assist all walk-in visitors, including handling HOA dues, rent checks, and other payments.
- Manage Summerlake HOA clubhouse rentals, including reservations, key distribution, and updating Google and paper calendars.
- Communicate with our website administrator (Fran) for website updates and troubleshooting.
- Coordinate with IT support (Reliable Tech) to set up new agent accounts and resolve technical issues.
Weekly & Monthly Tasks
- Forward on-call agent calls every Friday.
- Send weekly listing table updates to agents.
- Ensure conference room and office common areas are kept clean and organized.
- Maintain office equipment, including printers, copiers, and IT troubleshooting.
Requirements:
- Prior administrative or real estate office experience preferred.
- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with CMLS or Aiken MLS (preferred but not required; training provided).
- Excellent verbal and written communication skills.
- Strong organizational and multitasking abilities.
- Ability to work independently and in a team-oriented environment.
- Customer service mindset with a professional demeanor.
Benefits:
- Competitive salary
- Paid time off
- Professional training and development opportunities
- Positive and collaborative work environment
If you are detail-oriented, organized, and enjoy working in a fast-paced real estate environment, we encourage you to apply!
To Apply: Please submit your resume and a brief cover letter detailing your experience and interest in the role.