Job Description

Position Overview

The Office Administrator plays a key role in supporting the daily operations of the Apex group of companies. The ideal candidate is detail-oriented, tech-savvy, and comfortable working in a fast-paced, client-focused industry.

Key Responsibilities

• Oversee daily office operations and maintain an organized, efficient work environment.

• Manage office supplies, vendor relationships, and equipment maintenance.

• Handle incoming calls, emails, and client inquiries with professionalism and courtesy.

• Maintain accurate company files, property listings, and transaction records.

• Support agents by preparing listing agreements, purchase contracts, and disclosure forms.

• Track transactions and timelines, ensuring compliance with state and brokerage requirements.

• Upload and maintain transaction documents in brokerage systems and marketing platforms.

• Coordinate communication between agents, clients, title companies, and lenders.

• Create and post property listings on CoStar, Crexi, company website, and marketing platforms.

• Assist with marketing materials such as flyers, postcards, and social media posts.

• Coordinate photography, signage, inspections, and franchise transfers.

• Process commission disbursements, vendor payments, and expense reports.

• Assist with budgeting, bookkeeping, financial recordkeeping, and payment of invoices.

• Generate weekly and monthly office performance reports as needed.

• Assist with onboarding new agents and maintaining licensing records.

• Support management with scheduling, meeting coordination, and document preparation.

• Assist in event planning and coordination.

• Ensure exceptional service standards for clients, visitors, and team members.

Qualifications

• Knowledge of CoStar, Crexi and other marketing platforms, real estate contracts, and transaction processes.

• Strong proficiency with Microsoft Office, Google Workspace, and CRM platforms.

• Experience with real estate software such as DocuSign, Monday.com, RealNex, Canva, and Adobe Acrobat is a plus.

• Excellent communication and organizational skills.

• Active Real Estate licence preferred.

Key Competencies

• Professional demeanor and customer-service mindset.

• Strong attention to detail and follow-through.

• Ability to manage multiple priorities under deadlines.

• Discretion with confidential information.

• Initiative and adaptability in a dynamic office environment.

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