About The Role

We're looking for a highly organized, service-minded Office Administrator to join our luxury real estate brokerage in the Cape Cod region. This is a full-time, in-office role that is ideal for someone who enjoys supporting others, building relationships, and helping a busy office operate seamlessly.

This role serves as a key resource for agents and leadership, managing escrow accounts, commission processing, accounts payable and receivable, transaction file administration, referrals, onboarding, and office operations. The ideal candidate is detail-oriented, customer-focused, and comfortable balancing multiple priorities while ensuring seamless office workflows, supporting agent productivity, and delivering an exceptional experience for both internal and external stakeholders.

Join a team where your contributions are valued, your work makes an impact, and no two days are the same.

Key Responsibilities

Manage sales and rental escrow accounts, including opening and closing escrow accounts, bank deposits, and monthly reconciliations.
Create and maintain property sale files, including escrow information, offers, purchase and sale contracts, and related documents in the HomeBase database.
Prepare closing packets for property sales and coordinate closing documents and funds with corporate accounting.
Process commission checks for sales, rentals, and referrals.
Process accounts payable, including coding monthly invoices and submitting them for corporate processing.
Process accounts receivable, accept and process payments, oversee agent accounts, and monitor account balances.
Oversee office equipment, facilities maintenance, office supply orders, and serve as a liaison with the corporate office for IT-related issues.
Support onboarding for new employees and agents, including required documentation, orientation, training support, business cards, and phone setup.
Serve as referral coordinator for Cape Cod offices, managing incoming and outgoing client referrals through online referral network platforms.
Assist the Brokerage Manager with monthly marketing forecasting and provide daily, weekly, monthly, and annual data reports from reporting systems.
Review office workflow and recommend process improvements as needed.
Perform other duties as assigned.

Qualifications

Bachelor's degree or equivalent; may consider candidates without a degree given applicable work experience.
1+ years of experience in a customer centric business environment with administrative duties.
Proficiency in Microsoft Office Suite.
Excellent interpersonal skills both verbal and written.
Diligent with excellent organization skills.
Ability to interact with both internal and external customers at all levels.
Professional demeanor and ability to defuse difficult situations in a calm manner.
Ability to prioritize and be flexible with changing business needs in a high-paced team environment.
Physically able to bend, stoop, climb, walk, and lift & carry heavy objects (up to 20 lbs).