Office Administrator – Smith and Associates Real Estate (Largo)

Job Description

Smith & Associates Real Estate is in search of an experienced Office Administrator looking to join a group that is fun and passionate about our business and clients. We are looking for an individual that has experience in a professional office setting. This role will require performing office management duties, agent support, maintaining MLS listings and other tasks as assigned. Experience in these areas are preferred. Professionalism, enthusiasm and ingenuity will be the key characteristics for this role. The ideal resource will work hard and learn fast. This individual will be supporting an office of many real estate agents with limited oversight. Smith & Associates as a company works hard to foster a fun and family oriented work environment while improving each day.


  • Answer phones, transfer calls, direct consumer needs to proper Smith resource.
  • Greet all visitors – Offer water/coffee/direction.
  • Sort and distribute mail
  • Order postage as needed for postage meter
  • Send all invoices to Accounting Department
  • Notify associates of; guests, faxes, overnight packages when received and/or paperwork if dropped off at office, place in their mail files.
  • Check for any faxes that come in and scan to appropriate associate
  • Prepare and maintain office roster with associates and staff contact information
  • Order all office, bathroom and kitchen supplies.
  • Keep kitchen area cleaned and stocked
  • Bathroom – Replenish toilet paper and paper towels as needed
  • Dispose of evening trash in office, kitchen and bathroom areas
  • Keep office tidy and organized daily
  • Reserve conference room as requested
  • Check to make sure conference room is tidy at all times (especially after being used)
  • Schedule maintenance and cleaning service on office equipment as needed
  • Copier – Keep filled with paper and change toner as needed
  • Call for repairs on equipment as needed
  • Order toners for copier
  • Assist associates as needed
  • Compile new associate packages; Interview, New Agent.
  • Assist in the maintenance of associate license relationships with Smith and DBPR
  • Provide keys or key codes to licensed real estate professionals
  • Assist associates on proper use of equipment
  • Ensure that proper forms are in associate files properly identified
  • Be contact person for new agent questions to find proper resources
  • Schedule new associates for Welcome to Smith Orientation class
  • Assist in directing associates to appropriate resources for needs
  • Maintain Office marketing collateral for associate use
  • Monitor Open House information and have supplies available to associates
  • Keep stock supply of balloons and helium
  • Record and maintain open house signs
  • Assist Associates to have on hand the items they need for open houses.
  • Listing and Contract Maintenance
  • Maintain listing and contract information in paperless document system and Lone Wolf (back office platform)
  • Process remote deposit of escrow funds and record in Lone Wolf
  • Process closings with remote deposit and update MLS, paperless document system and Lone Wolf
  • Input new listings and maintain in MLS; occasionally back up other Smith branches.
  • Order signs up and down daily
  • Respond to MFRMLS listing compliance communications
  • Back up other Smith Branches as needed
  • Assist Managing Broker with sale meeting and education/event scheduling in office
  • General Office work as needed; maintaining and updating spreadsheets, mailing lists, creating and mailing letters, answering email


  • Experience working in a Real Estate Brokerage (preferred)
  • Able to work in a Team environment meeting the needs of many
  • Maintains a positive attitude while working with a diverse group of people
  • Experience in Microsoft Office (Word, Excel, PowerPoint, Outlook) and GSuite
  • Experience with managing a multi-line front desk VOIP phone system
  • Displays excellent project management abilities.
  • Possesses exceptional verbal and written communication skills
  • Adjusts to change smoothly and rapidly.
  • Exhibits superior organizational skills and strategic planning abilities.
  • Has strong interpersonal skills
  • Possesses excellent time management skills and the ability to multitask effectively.

Job Type: Full-time

Salary: $14.00 to $18.00 /hour


  • Real Estate: 1 year (Preferred)