Office Administrator - Falmouth, MA

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).