Office Manager/Bookkeeper
Employment Type : Full-Time
MARKET CENTER ADMINISTRATOR
Office Manager / Bookkeeper
This job is 70% fairly intensive financial bookkeeping and requires an individual who is very organized, systems and process oriented, and has a high-level of attention to detail to ensure tasks such as commission processing, bank reconciliations, onboarding new associates and monthly financial transmittals are done accurately and correctly the first time. They should be tech-savvy and extremely proficient in spreadsheets. This role requires a high level of initiative to get tasks done quickly in a fast paced environment, the ability pick-up and learn complex processes quickly, and strong problem-solving skills. Additionally the best candidates will have excellent interpersonal skills so they are able to quickly connect with our agents, as well as build rapport and trust while working to onboard agents joining our KW United family.
Keller Williams United - Alexandria / Kingstowne is the premier real estate brokerage serving the Northern Virginia, Maryland and DC Metro areas. The #1 real estate firm in the world, Keller Williams has over 170,000 associates in 850 market centers throughout 117 countries worldwide. In 2019, Keller Williams agents sold over 1.1 million homes with a total sales volume of over $350 billion! Keller Williams has been named the #1 training organization in the world of all industries and has been named by Forbes magazine as a top workplace for women.
- Process incoming commission checks from real estate settlements
- Process Agent Commission Direct Deposits (currently approximately 500 transactions per year) within 48 hours of receiving their commission check and responsible for ensuring agents properly submit their transaction documentation and commission request prior to settlement
- Implement full charge bookkeeping (A/R and A/P)
- Produce a Monthly Profitability Projection no later than 4:30pm weekdays (Daily CO$ Report)
- Complete weekly soft close reconciliations each Friday and communicate key numbers, any anticipated challenges, and any opportunities to celebrate to the rest of the Market Center leadership team.
- Close out the books for the previous month on the first 2 days of the month and complete transmittal of the financials to HQ
- Maintain the office budget for a $5M business
- Ensure all associate transactions are accurately recorded and tracked.
- Complete accurate banking and accounting.
- Maintain & Execute a 5-Star Onboarding Process for 10+ agents monthly, using national best practices and managed using checklists and systems for consistent wow experience.
- Conduct at least weekly Onboarding Orientation group sessions to complete onboarding and transition checklist items and set up for agents and their administrative staff who have joined the market center. Ensure all agents who join the market center are completely, effectively and efficiently onboarded and plugged into our KW systems, tools and models within 7 days of joining the market center.
- Work closely with Team Leader and Director of Production to ensure the Market Center achieves our monthly One Thing goal of hiring and onboarding at least Five (5+) R1 (newer) agents and at least Two (2+) experienced agents in a month. You will be bonused when the Market Center achieves this standard and another bonus when the Market Center hires and onboards 10 or more agents in a month.
- Get agent photo file and have the within 24 hours of agent joining the office and create announcement graphic in Designs and post on Social media both internally in KW United Masterminds FB group and externally on KW United - Alexandria/Kingstowne business page for Team Leader to comment and share.
- Send email to Leadership and ALC announcing each new agents, including who hired them, their bio, and their contact info for team to reach out and welcome.
- USPS Priority Mail Virginia Department of Professional and Occupational Regulation (DPOR) Real Estate License Applications for newly licensed agents. Follow-up with DPOR and agent to ensure license application has been received and is being processed by DPOR. Monitor DPOR website to know when the agent’s license has become Active and their license numbers has been assigned. Enter the associate into the MORE system and officially report to the Region as an agent joining the office.
- Get office key fobs assigned for agents in the system and coordinate having the agent pickup their key fob. Have the agent sign the Key Fob Agreement. Enter the key fob number into the agreement in the Docusign Powerform. Execute this per the Onboarding checklist. Order new key fobs when supply dips below 8 fobs on hand. Deactivate key fobs for departed agents per Offboarding checklist.
- Serve in the role of Market Center Tech Trainer (MCTT). Study and Learn the KW Command Platform by watching the 3.0 and 4.0 training videos at Marty Miller’s YouTube Channel (https://www.youtube.com/c/MartyMillerwithKW) and plug into the “Command Your Conversion” (https://www.facebook.com/groups/470652170221053) and the “KW Virginia/WVA Region Tech Community” (https://www.facebook.com/groups/KW.VA.WVA.TECH) Facebook Groups. Work with the Team Leader, Director of Productivity, Market Center Administrator (MCA) and Regional Tech Trainer to ensure our agents are fully onboarded into Command, adopting and fully utilizing the technology in their business to the full potential, training groups of agents and responding to their questions in a timely manner.
- Maintain accurate roster at all times to ensure MORE system, billing system and roster match prior to transmittal first day of each month.
- Add new agents to texting system. Remove departed agents from texting system.
- During agent onboarding process, add agents to recurring calendar events such as Team Meetings, Morning PC for newer agents per Onboarding checklist.
- Keep a digital log of outgoing co-op commission checks and payments who the check was payable to, amount and date and destination address.
- Conduct monthly Leadership Care Calls to agents to check in and ask how they are doing, let them know about important initiatives in the market center and ask how we can best support them towards their goals this week.
- Maintain a stocked supply of at least 10 recruiting folders filled with the value package materials for both new and experienced agents. Order new KW Folders when supply dips below 20 folders on hand.
- Create and post monthly office agent Top Producers announcement graphic, internally, externally on Facebook and provide to Team Leader to share externally.
- Post Capping Recognition announcements in the KW United Masterminds Facebook group when agents cap and provide to Team Leader to share externally. Set up a system with the MCA to know when agents cap.
- Post birthday graphics with agent photo internally on KW United Masterminds FB group.
- Prep Monthly Team Meeting slides by 9am the day before team meetings by completing the following:
- Download the New Month’s Team Meeting Slide Template from KWRI
- Ensure the Lender, Title & Insurance Partners slide is copied in
- Ensure the Welcome Agents page is copied in
- Welcome Agents Page - Photos and names of agents who have joined
- Agents who Capped this Month
- Listings Taken, Ratified Contracts, Closed, Rentals since last Team Mtg
- Ensure Broker’s Corner slide is copied in
- Assist with all Market Center events, not limited to annual RED Day community service, training events, food drives, BOLD launch coordination, and many other activities throughout the year.
- Coordinate Sponsors for Team Meetings and events.
- Contact and work with building management regarding maintenance issues.
- Oversee purchasing (supplies and equipment).
- Oversee maintenance of office equipment and technology.
- Create agendas and record meeting minutes
- Maintain the Agent License Folder. Put new licenses in the correct sleeve alphabetically. Remove and send back licenses to the state for agents who have offboarded (ensure this is on the Offboarding checklist). Notify the agent via text with a picture of their pocket license card that it has arrived and is ready for pickup in their mail folder. Ask on the text what we can do this week to help them with their business. Copy the TL on the text.
- Maintain agent file folders with both digital (in Office Google Drive) and paper copies of agent ICA Agreements and Onboarding paperwork.
- Receive and process mail into agent folders & offices. Notify agents via text with a picture of important items (such as licenses or bills). Ask on the text what we can do this week to help them with their business.
- Maintain agent mail folder system. Create new folders for new agents. Remove folders for agents who have offboarded. Ensure this is executed as a step in the Onboarding Process.
- Maintain Office key program - Identify existing keys in our inventory box and label so that we know which doors they go to. When an agent moves into an office, have the building maintenance cut keys that will be signed out to the agent. Maintain key sign out log in Kingstowne Google sheet. Do NOT ever give out the last remaining key to an office. Always have a copy made and keep a labeled master key in our inventory.
- Conference Room reservations - When agents reach out to reserve a conference room, put it into the KWKT Events Google calendar with their name, office and cell number for the date and time. The day of the reservation, print a Conference Room Reserved sign with the time, agent name and cell number and post it at the door of the conference room.
- Prepare and send monthly birthday cards.
- Maintain the “WELCOME” board in the office to welcome new agents by printing out the Agent Announcements and posting on the board.
- Create and maintain the Capper wall with pictures of Capping agents.
- Create and maintain Associate Leadership Council (ALC) wall with pictures of ALC members.
- Re-set the office each morning by completing the following:
- Turn on the KW Lobby Loop Video on the lobby TV
- Ensure the conference room chairs are returned to proper position and any smudges on tables are wiped down
- Ensure training room tables and chairs are aligned
- Put away dishes from dishwasher
- Run dishwasher at the end of the day
- Clean out refrigerator at the end of each week
- Greet guests as they arrive and offer a drink as they wait for their agent.
- Order and maintain office, cleaning & cafe supplies.
- Serve as liaison with building management, phone, internet and IT service providers.
- Answer incoming phone calls to the brokerage, “Good morning/afternoon, Keller Williams, this is [Your first and last name] speaking, how may I help you?.” Work with the Director of Productivity and Team Leader to connect incoming sign call leads with agents. KW’s philosophy is “Your Listing, Your Lead” connect questions about our agents listings to the listing agent.
- Other duties as assigned by the Team Leader or Director of Production.
Job Type: Full-time
Pay: $42,000.00 - $45,000.00 per year
Benefits:
Schedule:
Supplemental Pay:
COVID-19 considerations:
Masks and social distancing required in the office.
Ability to Commute/Relocate:
- Alexandria, VA 22315 (Required)
Experience:
- Bookkeeping: 1 year (Required)
- QuickBooks or similar accounting software: 1 year (Required)
This Company Describes Its Culture as:
- Detail-oriented -- quality and precision-focused
- People-oriented -- supportive and fairness-focused
- Team-oriented -- cooperative and collaborative
Work Remotely:
COVID-19 Precaution(s):
- Personal protective equipment provided or required
- Social distancing guidelines in place