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About the Role
The Brokerage Operations Associate supports the smooth operation of the Austin office and all company platforms and services. This role coordinates the agent experience, supports agents in using company platforms, and maintains a professional office environment. The individual acts as a point of contact for agents, clients, and visitors, resolving agent needs by collaborating with various staff departments. This is an entry-level position, and prior real estate or brokerage experience is not required, as training is provided on the job.
Responsibilities
- Coordinate onboarding for new agents against the established onboarding checklist.
- Serve as the point of contact for each new agent through their first weeks.
- Set up system credentials, email, and CRM access prior to start date.
- Arrange building access, keys, and parking credentials.
- Order business cards, sign riders, and name badges.
- Prepare welcome materials and conduct office orientation.
- Coordinate with Marketing, PR, and Accounting to complete each department's requirements.
- Schedule onboarding and training sessions and confirm attendance.
- Conduct thirty, sixty, and ninety day check-ins and escalate outstanding items.
- Maintain onboarding records and report status.
- Serve as a point of contact for agents, team members, and transaction coordinators.
- Monitor and respond to the Texas agent support inbox and ticket queue.
- Monitor office messaging channels during business hours.
- Answer routine questions on platforms, process, signage, and office matters.
- Escalate to Marketing, Accounting, IT, Relocation, or Legal with supporting detail.
- Follow up on escalated items through to resolution.
- Report recurring issues to the Operations department.
- Deliver platform walkthroughs to new agents using company training material.
- Provide one-to-one platform support to existing agents.
- Attain and maintain proficiency in all company platforms as they are updated or released.
- Support training sessions delivered by the Operations department.
- Assist with creation of listing presentations, mailings, printing, and binding as requested by agents.
- Troubleshoot office technology and escalate to Regional IT.
- Greet agents, clients, and visitors arriving at the office.
- Answer inbound calls, route, and take messages.
- Manage walk-ins including prospective clients and agents.
- Maintain entire front reception area.
- Maintain visitor and office access procedures.
- Maintain conference rooms and the schedule of usage, including set-up for meetings and guests.
- Maintain, clean, and stock kitchen for full usage.
- Maintain restrooms in stocked and presentable condition and arrange cleaning as required.
- Manage copy areas, paper, toner, and marketing supplies.
- Coordinate with building maintenance, landlord, and outside vendors on repairs and services.
- Manage office access systems, alarms, and everyday facilities items.
- Maintain office presentation including seasonal and marketing displays.
- Manage the office supply inventory system for all regularly stocked on-hand items.
- Place special orders for supplies provided to agents and all staff departments.
- Maintain full supply of marketing materials for listing presentations.
- Maintain refreshment and snack inventory.
- Process incoming and outgoing mail, packages, deliveries, and checks.
- Coordinate sales meetings, including room set-up, catering, and materials.
- Coordinate holiday parties and social gatherings.
- Issue invitations and track attendance for office events.
- Support local, regional, and national-initiative events hosted in the Austin market, including venue coordination, room blocks, and supplies.
- Manage day-of event logistics.
- Reconcile event expenditure against budget.
- Complete assigned deliverables for the Operations department as projects arise.
- Support technology system build-outs, implementation, and rollout in the Austin market.
- Test new platforms and provide feedback prior to agent release.
- Document office processes to support consistency and handover.
- Collect and maintain HR documentation for the market.
- Support local rollout of process changes and communicate them to the office.
- Raise conflicts between office commitments and Operations requests to the Executive Sales Manager, who sets priorities for the office.
Requirements
- Must be very organized and detail-oriented.
- Strong oral, written, and interpersonal (in-person) communication skills.
- Proficient in Microsoft Word, Outlook, Intranet, and Internet.
- Able to learn new platforms quickly and explain them to non-technical users.
- Able to manage competing priorities in a frequently interrupted environment.
- Comfortable working with ambiguity in a business that changes frequently.
- Customer service, hospitality, administrative, or coordination background a plus.
- Real estate experience a plus.
Skills
- Microsoft Word
- Microsoft Outlook
- Intranet
- Internet
Location
- Austin
Work Type
- On-site
- Full-time
Experience Level
- Entry level
About the Company
- Douglas Elliman is a real estate brokerage firm.