Office & Brokerage Administrator

Office & Brokerage AdministratorLocation: Los Altos, CA or San Carlos, CA (On-Site, 5 Days/Week)Job Type: Full-TimeLevin Johnston Commercial Real Estate Advisory Group is seeking a personable, professional Office & Brokerage Administrator who will be an integral part of a fast-moving team. Ideal candidates for this role are detail-oriented self-starters who are passionate about learning our processes and software, and contributing to our sales agents', staff team and office's success.Position OverviewThe Office & Brokerage Administrator is a position that reports directly to the Director of Operations. Work time is divided between brokerage administration, applications training and providing overall support to the sales force.· Brokerage administration and commercial real estate transactional tasks· Executive administrative support to lead agents and sales force· Training, troubleshooting and at the front line of support to new agents, originators, agent assistants, staff and management in computer applications (see "Advancement Path")· In-office coordination for firm-wide technology/similar launches (we have an extensive applications training program in place)· Phone back-up and front office support relief per company standardsSpecific Office & Brokerage Administrator Responsibilities· Process brokerage requests, this may include: proofing and editing according to the regulations, executing compliance procedures, and processing additional changes as necessary (training will be provided)· Answer the front desk phone and direct calls as needed· Process deal file paperwork; gather and label required documents; obtain necessary approvals· Assist in preparation to produce presentations, documents, and complete special projects in support of the Operations and team members· Create files and adhere to the company's digital filing system· Utilize postage machine and other shipping methods, retrieve mail from the mail room and sort mail· Cross-train in Operations Manager tasks for coverage as needed· Generate, copy, scan and bind documents for use by management and agents· Various tasks assigned as business needs require· Greet clients and visitors warmly and ensure a polished, welcoming office experience· Be available to drive to local properties occasionally to support the sales teamRequired Knowledge, Experience and Attributes· Strong computer and software skills including MS Word, Excel, PowerPoint, and Outlook· Strong organizational, interpersonal and communication skills as well as proofreading and editing abilities· Excellent attention to detail· Professional appearance and demeanor· Reliable and punctual· Possess a friendly, team player, and proactive attitude and a strong desire to learn· 2+ years administrative experiencePreferred Knowledge and Experience:· Some previous experience in executive support and scheduling strongly preferred· Residential or commercial real estate· Proficient in Salesforce, DocuSign, and an ATS (Applicant Tracking System)· Prior success working in a fast-paced sales environmentCandidates are tested for competency in software and office skills.Interpersonal SkillsThe Office & Brokerage Administrator must have excellent writing and administrative skills. Due to the trajectory of this position, the Administrative Assistant should also have teaching skills or the desire and ability to acquire those skills (see "Advancement Path").Advancement PathThe Office & Brokerage Administrator will enroll in the Certified Agent Support Specialist program within the first nine (9) calendar months of employment in this role (orno laterthan the first 12 months). The Office & Brokerage Administrator will successfully complete the program and obtain the title of Certified Agent Support Specialist within the first 12 months (orno laterthan the first 18 months). Post certification, the Office & Brokerage Administrator will solely utilize the Certified Agent Support Specialist title.Certified Agent Support Specialist (CASS) Responsibilities** Of consecutive employment in the role.In addition to the responsibilities assigned to the Office & Brokerage Administrator, the Brokerage Administrator/Certified Agent Support Specialist takes the initiative in developing training presentations and training materials. They must be able to teach one-on-one or in a group setting.The CASS will:Learn and conduct training in accordance to established training modules for all software, firm applications and policies/procedures that pertain to agents, originators and their assistants. This training will be conducted on an ongoing basis as directed by the Operations Manager.Levin Johnston is an industry-leading investment advisor that provides unparalleled commercial real estate advisory services to help grow and sustain wealth for investors throughout the United States. Our mission is to grow and sustain the wealth of our clients.We go beyond the transactional mindset, and instead deliver truly valuable investment guidance based on our deep industry knowledge, relationship-focused approach, dominance in the markets we serve, and commitment to putting our clients' success first.Range: $80,000 - $85,000 per year, depending on experience

Created: 2025-05-31