Aspen Snowmass Sotheby’s International Realty

Snowmass Office Manager

Compensation Package:

Full-time, Non-Exempt

In-Office position

Salary range $65,000-$75,000 (depending on experience)

$6000 Health stipend per year (with approved group plan)

401k matching up to 4%

Vacation, Personal and Volunteer days, Sick time, and other benefits offered

Requirement: Have a Real Estate license or must successfully complete the Colorado Real Estate course and exam within 6 months of date of hire.

Job Summary

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.

The successful office manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Office Manager Duties

• Oversee the reception areas, involves handling of the front desk area, greeting brokers and clients.
• Oversee physical office: Building management/maintenance, cleanliness, orderliness, overall lobby/office/restroom appearance, seasonal flowerpots, holiday decorations, window displays and brochures.
• Maintains office supplies, equipment, copiers, copier supplies/maintenance, office stationery and marketing materials.
• Schedule and maintain Broker Floor schedule(s) for office coverage.
• Assist Marketing and update information as needed.
• Coding of invoices, credit card receipts and reports to accounting.
• Assist with monthly/weekly meetings for Snowmass brokers.
• Oversee Snowmass Mall and Base Village offices, brokers and staff.
• Schedule and forwarding of phones for weekends, holidays, floor brokers, etc.
• Receiving, scanning and processing checks for accounting when needed.
• Handle and communicate all IT requests for brokers and staff, create tickets, troubleshoot, and follow up.
• Support company with oversight of the seasonal Open House coordination.
• Assist with uploading all company ads into appropriate software for tracking.
• Handle all company signage order, proofing and delivery.
• Communicate and streamline processes, digital systems and working with all other offices for consistency.
• Liaise between brokers, staff and company.
• Support all Company Office Managers to create a team environment.
• Attend Broker and Staff meetings.
• Support and work in conjunction with Managing broker, Marketing, Accounting and Leadership team to maintain business levels and goals.

New Listing Coordination

• Handle all New Listing Coordination, including but not limited to:
• Enter listings and description into all programs and schedule appropriate monthly reports.
• Create a file in the RE Drive with Listing Agreement, AEs, County Records and MLS.
• Upload/resize pictures/virtual tours/videos into all programs.
• Maintain all programs with any updated information concerning price changes, extensions and UC/SOLDS.
• Create Brochures.
• Assist with creation of basic postcards and can pull mailing lists from assessor sites for Broker to review and organize.
• Send out B2B’s for new listings, specific open houses, and any update information.
• Know and understand the business rules of ABOR.
• Generate marketing reports through Ajax for Broker when requested outside of preset schedule.
• Tracking Showing Information outside of Showing Time when needed.
• Ensure accurate listing information such as pictures and descriptions, syndicates from Ajax to ASSIR Website.
• Submit listings to Caravan or ABOR open house calendar (Broker).

o Assist with Generic Listing Presentations, sending digital versions to Broker, or printing and binding hard copy.

o Updating MLS status (draft to active, or back on market, etc.) as directed by broker.

o Draft Listing Agreements in emergency situations.

Criteria for Evaluation

Evaluated on thoroughness of duties, teamwork, attitude, courtesy, relations with other employees and brokers, punctuality, accuracy, ability to handle responsibility, willingness to support Management. The first 90 days are considered to be a trial period after which there will be an evaluation.

Reporting Relationship

Reports to VP of Operations

Develop and maintain relationships with ownership, upper-level management and marketing departments.

Qualifications

Proven office management, administrative, or assistant experience. Required to have or obtain a Real Estate License within 6 months of hire date. Must be organized, possess strong communication and phone skills and be capable of multi-tasking and prioritizing. Must be able to effectively interact with others in a positive and professional environment. Technical skills required are typing, word processing, grammar, and spelling. Must have experience in Excel, Word, and Outlook.

Criteria for Evaluation

Evaluated on thoroughness of duties, teamwork, attitude, courtesy, relations with other employees, punctuality, accuracy, ability to handle responsibility. The first 90 days are an introductory period, after which there will be an evaluation.

Supervisory Responsibility
none

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. This job is in-office.

Physical Demands
This is largely a sedentary role; however, some scanning is required. This would require the ability to lift files and up to 20lbs, open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work
This is a full-time position. The days and hours of work are Monday through Friday, generally 8:30 – 5:00PM.

Benefits Offered Health Stipend, medical benefits, employer paid life insurance, optional dental, vision, and supplemental insurance. Vacation, Sick, PTO and Volunteer time. 401(k) and matching after 90 days of employment.

Travel
N/A

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Office management: 2 years (Required)
• Real Estate: 1 year (Preferred)
• Microsoft Office: 1 year (Required)
• Administrative: 2 years (Required)

Ability to Commute:

• Snowmass Village, CO (Required)

Ability to Relocate:

• Snowmass Village, CO: Relocate before starting work (Required)

Work Location: In person