Office Administrator - Westheimer
Office Administrator - WestheimerCompass
At Compass, we envision a world where the experience of selling or buying a home is simple and pleasant for everyone. Founded in 2012, Compass provides an end-to-end platform that empowers residential real estate agents to deliver exceptional service to their seller and buyer clients, all in service of our mission to help everyone find their place in the world.
From the morning essentials that get us started to the office space that inspires our productivity, the Office Administrator is there to make it happen. Your expertise lies in your positivity, approachability, and execution abilities in a rapidly changing startup environment ranging from top executives and real estate agents to engineers, new-hires, and interns. As Office Administrator, you will be the first impression for the entire organization and play a critical role in the daily operations of the office.
At Compass You Will:
Serve as the face of Compass by welcoming guests and providing a high-touch experience.
Front Desk Support: answer phones, transcribe and forward voicemails, greet guests, help agents and clients with parking, open packages, arrange courier services, lock and unlock office on a daily basis, maintain high level of cleanliness in all office areas
Manage administrative services for employees - fax processes, file documents, shredder processes, administrative (calendaring, booking travel, expense reports) support to leadership, etc.
Field general office inquiries via phone, in person visitors, or email and provide first-response support to employees and customers (agents).
Provide Level 1 Marketing and IT support to customers (agents) as needed.
Manage internal communications including office updates and newsletter.
Log, update, and close Zendesk tickets as per standard operating procedures (where applicable).
Maintain inventory in accordance with office snacks and supplies inventory processes.
Ensure cleanliness and overall organization of all areas of the office, including reception, conference rooms, kitchen, and general common areas.
Ensure facilities standards, security, and aesthetics are maintained by conducting daily quality-assurance walkthroughs, holding third party vendors accountable to their scope of services, and coordinating office repairs/services.
Assist in events planning; assist managers in setting up and launching events, ordering catering as needed, negotiate catering rates, obtain COIs as needed, coordinate post-cleaning services, coordinate Compass-sponsored events, etc.
Follow appropriate regional procedures to document and process lease paperwork
Follow appropriate regional procedures to process and track all customer (agent) commission checks, referrals, and CDAs
Partner with regional leadership to create listing presentations and sales meeting presentations
Assist customers with creation of board packages
Manage and execute the office's standard operating procedures and tracking processes (including budgeting, procurement, space planning, etc.)
Internal program and project support - update space IQ, assist with national Workplace, Expansion, and maintenance projects, recommend process efficiencies, manage and track internal projects, manage office relocation, assist with city permits as needed, create seating charts
Champion Compass culture by planning and executing in-office and off-site meetings and events.
What We Look For:
BA/BS degree or equivalent practical experience
2-3 years of service experience with an emphasis on hospitality, corporate services, property management, or equivalent office management experience
Customer service/support experience
Real Estate experience a +
Articulate and polished communication style
Friendly, warm personality
Experience in providing administrative support in a professional work environment
Experience with Google Suite is a plus
Strong organizational skills, detail oriented
Demonstrated ability to quickly learn and master new software applications
Demonstrated ability to handle multiple requests and work in a fast paced environment
Ability to multitask, establish priorities, meet deadlines and make sound decisions
Proactive and resourceful
Experience at a startup or real estate brokerage preferred
Note - We are looking for someone on Tuesday's and Thursday's from 8:45am-5:15pm
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