The Quality Control Administrator performs general office duties. Performs administrative and office support activities for supervisor and sales team. This position is responsible for listing support, reviewing and proofreading all listings, as well as uploading photographs of listings to MLS. Extensive software skills are required, as well as internet research abilities and strong communication skills. Excellent computer skills are essential in the position. The position works with different departments to create collateral for the agents.
Essential Duties and responsibilities
The following statements describe the principal functions of this position and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may be expected to perform other duties as assigned, including working in other areas to cover absences or balance the workload. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Input all listing information into MLS and update as needed.
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Coordinate all inbound leads from websites.
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Manage client database management program and system.
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Input all necessary information into client database and transaction managements systems.
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Oversee all aspects of buyer and seller transactions from executed listing agreement to closing.
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Type contract forms for approval by licensee and supervising broker.
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Submit all necessary documentation to office broker for file compliance.
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Coordinate floor duty shifts with Independent Sales Staff.
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Compose, type, and distribute meeting notes, routing correspondence, and reports.
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Prepare and send outgoing memos, emails, meeting notices and set agendas.
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Forward incoming general e-mails to the appropriate staff member.
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Responsible for compliance with legal requirements and company policies and directives.
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Update and ensure the accuracy to the organization’s databases.
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Back-up electronic files, hard files using proper procedures.Proficient in Microsoft word, power point, excel and outlook software to prepare report, memos, documents.
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Provide administrative support to management and other staff.
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Cover front desk reception as needed.
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Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing.
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Perform other duties assigned as necessary.
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Inform and report any incident or accident to the leadership.
Working conditions
The working conditions described are typical of those an employee encounters while performing the essential functions of the job. Typical assignments frequently require that work be in an office environment.
Physical requirements
Physical demands are those of a construction site environment. While performing the duties of this job, the individual may be required to lift up to 15 lbs; stand and walk; and will frequently be required to sit for extended periods of time. Use hands to finger and operate general office equipment, handle, or feel; reach with hands and arms and talk. Vision requirements are close, distance, and peripheral, depth perception and ability to adjust focus. Hearing requirements are a whispered voice at 20 feet. Must be able to speak clear and concisely.
Organizational Relationships
Reports to: Real Estate Sales Manager.
Direct Reports: None
Qualifications
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High School Education will be evaluated for meeting qualifications of the position, degree in real estate, technology and/or management preferred.
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Two (2) or more year’s administrative experience or related fields.
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Customer Service and service recovery skills.
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Must show professional personal presentation, customer service orientation, discretion and appearance.
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Must have attention to detail, be well organized, have the ability to multi-task, prioritize and plan to accomplish task.
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Work effective in a team setting and be able to efficiently to meet deadlines.
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Must have strong verbal and written communication skills.
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Must be proficient in computer skills and office systems.
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Must be reliable and show initiative.
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Must exhibit stress tolerance. Punctuality and Attendance are significant job responsibilities.
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Must maintain a clean and orderly work environment.
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May occasionally assist with special events.
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Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.
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Build relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
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Communicate effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
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Focus on client needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
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Foster teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
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Make decision: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
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Organization: set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
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Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans and evaluate the process and results.
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Solve problems. Assess problem situation to identify causes, gather and process relevant information, generate possible solutions and make recommendations and/or resolve the problem.
Certifications or Licenses
- Must possess a Valid Florida Driver’s License with acceptable driving history.
- Five years of experience involving Real Estate and MLS Listing.
