Branch Office Administrator

**Branch Office Administrator**
**Full-time, 5 days/week - Ponoka**

**Are you an organized administrative professional with a positive and energetic personality, and keen attention to detail? If so, then this opportunity may be a great fit for you**

We are a busy & growing Real Estate Team seeking a Branch Office Administrator who will provide an excellent customer service experience to both our agents, and all clients. You will be the first point of contact, so it is important that you set an amazing first impression Everything we do is aimed at helping our Associates be more productive, as well as create and maintain a vibrant, friendly and cooperative workplace.

**Property Details**
**Office is open: Monday to Friday, 9:00am-5:00pm, closed during lunch 12:00pm-1:00pm; flexibility in work hours may be possible. Pay will be dependent on experience and skills.**

**Responsibilities**:
**General**
- Our purpose is to serve our clients (the Sales Associates) and their clients the very best way we can, every day.
- Everything we do should be aimed at helping them to be more productive and creating and maintaining a vibrant, friendly and cooperative workplace.

**First Impressions**:

- Smile Be positive, energetic and upbeat
- Maintain a high-minded, positive, “It’s my pleasure” attitude
- Promptly answer all incoming phone calls and courteously welcome all office guests
- Coordinate conference/client room usage
- Keep reception/common/conference areas neat and presentable
- Keep kitchen neat, clean and coffee stocked

**Information**:

- Notify Sales Associates of client drop ins or client drop offs of paperwork - page/text
- Arrange for couriers as needed
- Title searches
- Create and send cards/gifts to Associates as needed (congrats, new baby, get-well, sympathy, etc.)
- Clean and organize supplier and services information and flyers weekly
- Trouble shoot office and Sales Associates computer and software issues

**Listing Management**:

- Receive, check, sort, scan and identify missing documents
- Receive, check and input changes - extensions, expiries etc.
- Input listing data and deposit documents into Enviromint Program
- Track missing documents
- Review, electronically file and shred incoming FINTRAC documents; order corporate searches
- Take cheques to the bank when required

**Administrative**:

- Commissioner of Oaths for clients and Sales Associates as required
- Create and distribute floor duty roster each month
- Printer usage and stamp reports; agent advertising and local expense reports to Finance monthly
- Maintain office supplies inventory
- Manage coffee supplies
- Keep all copiers stocked with paper and toner
- Attend and participate in all staff meetings
- Organize in-office functions - Christmas potluck etc.
- Provide Broker with regular updates regarding office operations and improvements needed
- Maintain various office Facebook sites/websites; create listing posts from agents, engage the public with real estate knowledge posts, etc.
- Contact Associates immediately when possession keys are released, commission cheques are ready for pickup or to relay client messages
- Coordinate newspaper advertising

**Joining Associates**:

- Coordinate and ensure a smooth transition to our office
- Assign a copy code and program into copier, set-up scan folders

**Departing Associates**:

- Obtain RE/MAX documents, office materials, office keys, notify newspaper
- Facilitate their removal from office systems and office web site
- Remove departing agents from copy machines and network

**Sales Associate Support**
- Always look for creative ways to assist Sales Associates to be more effective and efficient
- Assist Sales Associates to set up showing appointments during office hours
- Input Associates listings into the MLS database
- Creating multi-media marketing programs and advertising
- Assist with Sales Associate client database management, creating monthly newsletter communications
- Maintain agent RE/MAX websites

**Other Operational Functions**:

- Work to reduce company expenses by regularly shopping office supply vendors and effectively managing office expenses
- Maintain office roster and phone list
- Maintain agent roster on company website
- Manage office keys

**Office Equipment and Building Maintenance**:

- Troubleshoot office equipment problems (copier, computers)
- Manage premises and furniture issues - report needed repairs and maintenance to Broker or maintenance person in writing
- Arrange carpet and window cleaning - spring and fall
- Monitor janitorial services and instruct when necessary
- Monitor/arrange/supervise landscaping and snow removal
- Monitor exterior signage - arrange for maintenance as necessary

**When you arrive**:

- Lights on, check and tidy client room, turn on client room/board room computer monitor and make sure computer is running and logged in
- Make sure snow shoveled from front sidewalk, ice remover as necessary
- Take phones off call forwar