Office Manager

Job Description

Job Description

OFFICE RECEPTIONIST/ADMINISTRATOR/MANAGER

REQUIRED SKILLS AND QUALIFICATIONs

· Friendly

· General accounting knowledge (Experience with QuickBooks)

· Strong understanding of intermediate to advanced computer skills and equipment

· Proficient in using Microsoft Office / Google Docs (including preparation of documentation such as leases and purchase agreements)

· Ability to self-manage and self-learn with limited direction

· Detail Oriented

· Have high organization and time management skills

· Ability to type above 55 WPM

· Ability to communicate well with the sales staff aged between their 20’s to their 80’s

Preferred Skills/Experience (NEEDING to learn)

· General knowledge of Adobe Creative Cloud Programs and creative skills (Graphic Design)

· CRM database experience usage and troubleshooting (Salesforce)

· Basic html/CSS or code language knowledge (Website and CRM Updating)

· Create and maintain online marketing (Social Media, Website, Email Blasts)

MAIN DUTIES

(Detailed instruction manual available)

1. ACCOUNTING

1) Deposits and payables to/from the general account using QuickBooks Pro 2017. QuickBooks is used for all accounting matters: deposits, payables, general ledger, expense reports, commission reports, year-end accounting, etc. (15 – 20 checks out/ >5 deposits per month)

2) Maintenance of trust account: deposits, commissions, commission recording, closed file maintenance. (10 +/- checks out, 5+/- deposits per month)

3) Monthly and annual bank reconciliations for both accounts.

4) Maintain commission journal and send invoices as required.

5) Maintain records for monies due company by salesmen (CoStar, misc. expense reimbursement, owners’ contribution, computer maintenance, etc.)

6) Report payroll hours, maintain payroll inputs in QuickBooks, quarterly reports saved for end of the year and routine discussions with company accountant.

2. ADMINISTRATION

1) Preparation of documentation/ Word processing (i.e. letters, leases, offers, etc.)

2) Maintain active and closed deal files

3) Maintain listing expiration dates and send renewal extensions as required.

4) Coordination of physical mailings (postcard design, mail list reports, connect with Mail-Tek, Notice Change Of Address (NCOA) lists)

5) Maintain organized computer files of all old documents for future use/ also to save Master Documents each time.

6) Maintain computer files of all master form documents.

7) Maintain new listing files digital and/or physical.

8) Create marketing packages with Adobe CC software.

9) Maintain online media presence (social media/website/SEO)

10) Maintain employee/contractor files with Google Docs tracking commission income.

11) Maintain insurance, tax and legal files as well as holding 7 years for IRS.

12) Answer phones, distribution of call flow.

13) Place signage requests and maintain new and used stock inventory.

14) Run reports for brokers on CoStar and Propertybase.

15) Input/Update data records in our CRM database (Salesforce/Propertybase)

16) Reviewing existing inventory and order supplies in advance. (Quill)

17) Meet guests upon arrival, maintain lunchroom supplies, refill paper in printers, refill printed master documents

18) Occasionally handle Paul’s personal business matters

19) Assemble marketing books from already prepared materials

20) Ability and confidence to train and manage an assistant

3. IT/ TECH SUPPORT

(We do have a vendor for emergencies)

1) Maintain file server and cloud back up system

2) Maintain IT infrastructure (computers, printer, server, Wi-Fi., phones, etc.)

3) Maintain/service/re -supply office hardware as needed.

4) Maintain the backend of CRM database (Salesforce/Propertybase)

5) Maintain online infrastructure (Google Workspace, Domain renewals, etc.)

6) Stay up-to-date with the latest cyber security solutions and learn to implement it.