Bigfork Office Manager, Job Description
This is a full time (40 hours per week), non-exempt position – Monday through Friday, 8 am to 5 pm with an hour lunch.
The Managing Broker of the office at 420 Electric Avenue, Bigfork is the immediate supervisor along with the HR Director in the PureWest Kalispell Office. This position is to primarily assist all agents with Listing and Closing Transactions as well as maintain the physical location.
Job Requirements: Working knowledge of basic Microsoft Office programs, customer service experience, willingness to work independently, proven integrity and trustworthiness, be able to complete requested tasks and projects in a timely fashion in order meet deadlines, be receptive to new ideas, and candid in the sharing of information, and be professional at all times.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop kneel to reach items on or near the floor
• Specific vision abilities required by this job include close vision requirements due to computer work
• Light to moderate lifting is required occasionally, 10-25 pounds
Job Duties are as follows:
• Agent Services
o Maintain positive Agent Relationships. Foster an atmosphere of a fun, exiting and professional workplace. Provide top level service to all agents all the time.
o Schedule Agent Showing Appointments
o Obtain New Agent Documents and Forms/Obtain Exiting Agent Documents and Forms.
o Ensure outstanding onboarding experience for new agents
o Maintain Agents’ Sale Folders and Audit Folders and Transaction Desk for Proper Documents
o Look over and ensure all documents are in files and Activate New Listing’s for Agents in the MLS
o Maintain listings in MLS for Agents and Close out Listings when Sold.
o Approve payment after Transaction File complete
o Order Sign Removal If Needed for Agents
o Exhibit stellar phone skills for inbound and outbound calls
o Greeting and Directing Prospective Clients
o Ordering Office Supplies as Needed
o Stocking Magazine racks, outside, as needed
o Keep window flyers current
o Assist in vendor relationships
o Track Agent Postage, Supply use, Lockbox rental and Printing for End of The Month Totals
o Organize and schedule office meetings and take minutes at those meetings
o Manage bank deposits and expenses for the Office
o Pick up mail from mail box and distribute as needed
o Liaison between Agents and HR/Personnel management
o Consult with Managing Broker to help with property management issues
o Watering Plants as Needed and Keeping the Office Tidy
o Create Floor Duty Schedule
o Decorate and plan for various holiday & birthday events
o Light event planning: office get-togethers, special events
o Rally agents to ensure participation
o Upload Property Ads for Agents and help with any other Marketing needs
o Order and track Signs for Agents – Interact with our Sign Installation Company
o Exceptional attention to detail in spelling, grammar and punctuation
o Creative writing experience a huge bonus
o Experience with Adobe Suite (lnDesign, Illustrator, Photoshop) and MS Publisher ideal, but willing to train.
o Interest/experience in marketing – print, online, digital and events
o Help organize effective agent recruiting campaigns
o Experience with social media platforms for business settings
o Experience with MS Office Suite, familiarity with Windows and Mac operating systems
o Maintain and keep clean office appliances, copiers, printers, computers, phone system and internet network
• Any other tasks as deemed necessary by Management