Administrative Coordinator

Overview:

Join the Clemons Real Estate Team and support the effectiveness, efficiency, and success of the company. We are a growing commercial real estate firm in Kansas City, MO and this is an incredible opportunity to build a career in the industry. Our administrative coordinator will learn all of the critical functions that support the company and is a fast-paced role with a creative team.

Part-Time (Opportunity for a move to Full-Time/Salary position at the end of the year)

Start Date: Sept 1, 2024

Hourly: $20-24/Hr

Reports to: Operations Manager

Key Qualities: Accuracy & attention to detail, timeliness & drive for completing tasks, collaboration with internal & external customers, clear & effective communication, & ability to creatively solve problems.

Key Areas of Responsibility:

Administrative

• Audits of systems and processes to ensure everything is being completed as planned
• Organizing & managing office equipment and supplies
• Sorting & categorizing mail and email
• Answering & directing phone and video doorbell calls
• Writing & editing emails
• Scheduling & organizing meetings

Transaction Coordination & Compliance

• Enforce policies related to license law for all agents in the office
• Ensure compliance with all KS & MO Real Estate License Laws - and oversee written policies related
• Ensure that all agents have a current independent contractor agreement including commission schedule
• Manage templates for listing agreements, contracts, vouchers and update annually per compliance with states
• Reminder and follow up with agents on renewing brokerage licenses as well as suspending licensees who do not maintain proper licensing
• Other coordination, support, or compliance projects and tasks that support the purpose of the role

Listings in Technology

• Create listings and marketing materials for agents to review
• Create and manage listings agreements including renewals and terminations

Transactions in Technology

• Prepare invoice and distribute to the title company
• Review and maintain deal files for all transactions, and ensure they are compliant prior to paying commission

Technology Usage

• Integration of Technology
• Implementation of Processes and best practices

Agent Training and Support

• Provide general administrative assistance and marketing support to brokerage team
• Coordinate calendars, organize meetings, and assist in preparing brokers for meetings
• Prepare general correspondence, memos, proposals, agreements, charts, tables, graphs, etc.
• Plan trainings and events as required
• Drive the framework to support agents through the Playbook and other processes that would increase department effectiveness and efficiency
• Coordinate monthly Emerging Broker Meeting , Brokerage Lunch n' Learns, Multi-family - schedule agenda & speakers, Broker's Opens
• Create and send Weekly Brokerage Inspiration
• Maintain Brokerage library of resources
• Schedule and ensure effective trainings in technology (Costar,, Brokermint, Buildout, ReThink)
• Other supportive tasks and projects that support the purpose of the role
• Manage task management activity sets/checklists for listings, sale transactions, etc

Requirements:

• Bachelor’s Degree preferred
• 3+ years of administrative support experience
• Proficiency with Google Suite
• Experience with Salesforce preferred
• Excellent verbal and written communication skills
• Ability to exercise discretion in dealing with confidential information and highly sensitive issues
• Strong interpersonal skills and problem-solving ability
• Proven record of excellent internal and external customer service
• Excellent attendance and punctuality
• The qualified candidate will be detail-oriented, able to handle multiple projects simultaneously, extremely professional, and customer service-oriented
• Superior organizational skills; sets priorities; meets deadlines; and carefully proofs own work
• Ability to work in a stressful, deadline-oriented environment
• Upbeat, energetic, takes initiative, dependable, takes pride in work, and works well within a team
• Commercial real estate experience preferred

Job Type: Part-time

Expected hours: 20 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 4 hour shift
• Monday to Friday

Experience:

• Administrative: 3 years (Required)

Ability to Commute:

• Kansas City, MO 64111 (Required)

Work Location: In person