General Description:

The Brokerage Operations Associate will support the smooth operation of the Austin office and of all Douglas Elliman provided platforms and services. The individual will coordinate the experience for agents joining the Austin market, support agents in their use of company platforms, and maintain the office as a professional working environment.

The Executive Sales Manager leads the Austin office. The Brokerage Operations Associate supports the Executive Sales Manager in the day to day operation of the office, and works with the Operations department on onboarding, platforms and process. The individual is a point of contact in the office for agents, clients, and visitors, and works across all Douglas Elliman staff departments to resolve agent needs.

The individual must be a good problem-solver, able to work well independently and collaboratively, and must possess a high level of interpersonal skills to provide white glove customer service to Douglas Elliman agents.

This is an entry level position and the first level of the Texas brokerage operations career path. Prior real estate or brokerage experience is not required. Platforms, onboarding process, and operational detail are taught on the job.

Essential Functions:

Agent Onboarding

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

Agent Support

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

Training & Platform Support

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

Reception

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

Facility Management

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

Inventory Management

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

Event & Meeting Management

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

Operations Support, as needed

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

Qualifications:

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

Career Path:

Brokerage Operations Associate is the first of two levels in the Texas brokerage operations path. The second is Brokerage Operations Manager, which carries ownership of the onboarding process for the market, design and delivery of training, and independent Operations project work.

The criteria for advancement are published and reviewed quarterly, beginning at the ninety day mark. Time in the role is not one of them.

Schedule:

On site at the Austin office, Monday through Friday, 9:00am to 5:00pm. Occasional evening and weekend work is required for office and regional events.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

Compensation details: 30.22-35.71 Hourly Wage

PIcd-8845

DOUGLAS ELLIMAN OF LI LLC

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