Office Manager

Job Overview

RE/MAX Associates is seeking a highly organized, detail-oriented, and dependable Office Manager to oversee the daily operations, administrative functions, and financial processes of one real estate office. This role is essential to maintaining an efficient, professional, and welcoming workplace while supporting agents, tenants, employees, and management.

The Office Manager will handle office operations, bookkeeping, accounts payable and receivable, payroll administration, real estate transaction processing, reporting, onboarding, and staff supervision. The ideal candidate is proactive, comfortable managing multiple responsibilities, and proficient in accounting and office management software, including QuickBooks, Microsoft Office, Dotloop, MLS, and RE/MAX i-Franchise.

The successful candidate will be trained by the current position holder to ensure a smooth transition and familiarity with the office's established procedures and responsibilities.

This position requires strong organizational skills, financial accuracy, excellent communication, discretion in handling confidential information, and the ability to maintain efficient procedures that support the continued success of the company.

Key Responsibilities

• Oversee daily office operations, including opening and closing the building, maintaining office cleanliness, and managing supplies and equipment.
• Manage office communications, including emails, voicemails, incoming mail, faxes, and general inquiries.
• Coordinate calendars, appointments, conference rooms, office keys, and property suite showings.
• Process real estate transactions and closing paperwork, including commission checks, earnest money forms, deposits, and transaction files.
• Manage bookkeeping and financial records using QuickBooks, including accounts payable, accounts receivable, invoicing, billing, and bank reconciliations.
• Prepare monthly billing statements for agents and tenants, including rent and office dues.
• Administer employee payroll, maintain payroll records, and submit required reports for tax processing.
• Prepare monthly sales reports, top-producing agent reports, transaction reports, and RE/MAX i-Franchise reports.
• Coordinate monthly and quarterly MLS and RE/MAX reporting requirements, including applicable fee payments.
• Coordinate onboarding for new agents and tenants, including contracts, files, QuickBooks setup, email accounts, printer access, and exterior signage.
• Supervise and train the Front Desk Coordinator and as-needed (PRN) staff.
• Maintain accurate company records, contracts, transaction files, and office procedure manuals.
• Oversee year-end bookkeeping, file organization, reporting, and preparation of records for the new year.
• Maintain office technology and systems, including printers, copiers, and administrative software.
• Develop and implement efficient office procedures to improve workflow and support daily operations.
• Utilize QuickBooks, Microsoft Word, Excel, Outlook, Publisher, Dotloop, MLS, and RE/MAX i-Franchise to perform administrative and operational duties.

Qualifications and Requirements

• Proven experience in office management, administrative operations, bookkeeping, or a related role.
• Strong knowledge of QuickBooks, including bookkeeping, billing, payment recording, bank reconciliation, and financial reporting.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and Publisher.
• Familiarity with Dotloop, MLS platforms, and RE/MAX i-Franchise is preferred.
• Experience with accounts payable, accounts receivable, payroll administration, invoicing, and financial recordkeeping.
• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple priorities, meet deadlines, and work independently.
• Strong written and verbal communication skills and professional customer service abilities.
• Ability to handle confidential financial, employee, tenant, and real estate transaction information responsibly.
• Strong problem-solving skills and a proactive approach to improving office procedures.
• Willingness to learn established office procedures and responsibilities through training provided by the current position holder.

Key Skills

• Office and facilities management
• Bookkeeping and financial administration
• QuickBooks and bank reconciliation
• Payroll and expense tracking
• Real estate transaction coordination
• Monthly, quarterly, and annual reporting
• Agent and tenant onboarding
• Staff supervision and training
• Records management and organization
• Calendar and conference room management
• Process improvement and problem-solving

Work Environment

This position operates in a professional real estate office and involves regular interaction with real estate agents, tenants, employees, vendors, and company management. The Office Manager must be comfortable balancing hands-on office responsibilities with detailed administrative, financial, and reporting duties.

Training will be provided by the current position holder to help the successful candidate understand the office's daily operations, software systems, reporting requirements, and established procedures.

Position Summary

The Office Manager plays a central role in keeping the RE/MAX Associates office organized, financially accountable, and operating efficiently. The successful candidate will combine strong administrative skills, bookkeeping knowledge, attention to detail, and a service-oriented approach to support the needs of the office, its agents, its tenants, and its management team.

Pay: $13.00 - $14.00 per hour

Expected hours: 30.0 – 35.0 per week

Work Location: In person