Office Administrator – Luxury Real Estate Brokerage

About the role

We are seeking a highly organized, service‑oriented Office Administrator to support our luxury real‑estate brokerage in Cape Cod. The role is full‑time and based on‑site in Falmouth, where you will ensure smooth office operations and help agents deliver exceptional client experiences.

Key responsibilities

• Manage sales and rental escrow accounts, including opening, closing, deposits and monthly reconciliations.
• Create and maintain property sale files in the HomeBase database, handling offers, contracts and related documents.
• Prepare closing packets, coordinate closing documents and funds with corporate accounting.
• Process commission checks, accounts payable invoices and accounts receivable payments.
• Oversee office equipment, facilities maintenance, supply orders and act as liaison for IT issues.
• Support onboarding of new employees and agents, handling documentation, orientation, training materials, business cards and phone setup.
• Coordinate client referrals through online referral platforms.
• Assist the Brokerage Manager with marketing forecasts and generate regular data reports.
• Review office workflows and recommend process improvements.

Required profile

• Bachelor’s degree or equivalent experience; candidates without a degree may be considered.
• At least one year of experience in a customer‑centric administrative role.
• Excellent interpersonal and written communication skills.
• Strong organizational abilities and attention to detail.
• Professional demeanor with the ability to handle difficult situations calmly.
• Physical ability to bend, stoop, climb, walk and lift heavy objects.

Required skills

• Proficiency in Microsoft Office Suite.