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Client Services/Administrative Assistant

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Date: Oct 9, 2017

Location: Wheaton, IL, US

Company: Realogy Services Group LLC

NRT LLC is the nation’s largest owner and operator of residential real estate brokerages operating in more than 50 of the 100 largest metropolitan areas in the United States, with approximately 790 offices and 47,500 independent sales associates in. NRT is a subsidiary of Realogy (NYSE: RLGY). NRT is ranked the No. 1 residential real estate brokerage firm in the U.S. for 20 years in a row, according to the REAL Trends 500 report. The ranking is based on 2016 closed sales volume and closed transaction sides for the nation's top 500 brokerages. NRT led the ranking with $166 billion in sales volume and 337,780 transaction sides on a pro forma* basis.

*This takes into consideration the estimated full-year performance of companies acquired by NRT during 2016.

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The Coldwell Banker Central DuPage office in Wheaton is seeking a customer service champion to join their their Client Services team.  This is a full time positon with comprehensive beneifts available!  Client Services acts as a customer service champion and liaison between the Sales Agents and Office Management or the Central Region Service Center Office. This position is the main point of contact for everything in the office, assisting agents with questions, general office procedures, and ensuring that all paperwork is processed to the Central DuPage Transaction Center. Client Services is also responsible for assisting the Branch Manager with on-boarding new agents, agent retention, all office functions, events and questions. This person is responsible for running the day to day operations and administrative functions of the branch office.        


Job Duties:


Agent Support:  Responsible for supporting and providing exceptional customer service to all agents. This includes but is not limited to: 

  • Supporting the BM with new agent onboarding
    • Process new agent paperwork and communicate with Licensing Coordinator and IT via NOPA that there is new agent to be set up in Trident and on Real Estate Boards.
    • Set up phone, printers, order signs, name tags, keys/fobs, etc
    • Call in tickets for new associations to get set up in Home Base.
  • First point of contact for agent questions and needs.
    • Includes supporting basic questions regarding a variety of company software and systems including those related to marketing and branding, basic social media questions and general company procedure questions.
  • Email communications to agents & office staff (reminders, updates, announcements, etc.)
  • Scan Transaction paperwork on behalf of agents to InDoc.
  • Answer and review agent commission check questions before sending to the Transaction Manager.
  • Creating templated brochures and/or postcards for agents through Microsoft Publisher when needed.

Administrative:  Responsible for a variety of administrative tasks.  This includes but is not limited to:

  • Follow up on Deals in Red.
  • Scan Live checks in InDoc and send Live checks to Deerfield Service Center.
  • Scan earnest Money releases in InDoc.
  • Scan closing checks into Check 21.
  • Order signs
  • Schedule Tours
  • Send Thank you emails

Account Payable & Receivable:  Responsible for processing all vendor invoices and payments in a timely manner.  This includes but is not limited to:

  • Charges to agents AR's
  • Monthly AR statements to the agents
  • Review vendor invoices and send to Deerfield Accounting Department with check requests for payment.

Reception:  Responsible for providing a warm and welcoming environment for visitors and callers alike. This includes but is not limited to: 

  • Answering phones and directing callers to the appropriate destination.  Checking and responding to voicemails as needed.
  • Welcomes on-site visitors and determines nature of business and announces visitors to appropriate personnel.
  • Receives, sorts and routes mail to appropriate personnel.


Other Duties:

  • Manage & maintain physical office space:
    • Maintain Copy Machine operational                                                                                               
    • Ensure that proper security steps are taken
    • Ensure that office space is clean and orderly at all times
    • Order supplies                                                                          
  • Organize office events and create/manage the office calendar.
  • Maintain Office Roster
  • Provide back up support as needed when other staff members are out of offices throughout the region.  May require travel.
  • Attend all Client Services regional meetings; attend required webinars and conference calls to remain current with business trends and requirements.
  • Record Keeping:                                                                                                      
    • Work with Licensing Coordinator to ensure that all Real Estate Licenses are current and active.
    • Timely payment of fees and dues to real estate boards and corporate payments



  • High School Diploma required.
  • 2 years customer service experience required; Prior Real Estate strongly preferred.
  • Technologically proficient in all areas including but not limited to: familiarity with various operating systems on PCs and Macs and ability to navigate computer software and hardware
  • Ability to learn new software programs on an as needed basis, skillful in using the following programs including, but not limited to: Microsoft office programs such as Outlook, Word, Excel, PowerPoint, and Publisher (including utilizing templates and mail merge), and Adobe programs such as Adobe Acrobat
  • Creative problem solving skills.
  • Ability to communicate with different audiences to convey message successfully and to change gear quickly to support different customers
  • Ability to multi-task, prioritize and be flexible with changing business needs in a team environment as well as manage deadlines and time constraints.
  • Customer focused, delivery oriented, good team member, values honesty and integrity


Position Type and Expected Hours of Work:

  • Travel to other nearby offices may be required on an occasional basis.
  • Scheduled hours are based on business need.

Work Environment:

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.


Physical Demands:

  • This is largely a sedentary role; however, the ability, with or without accommodation, to move around the office occasionally for filing or greeting guests is required.  This would require the ability to lift files, open filing cabinets and bend or stand as necessary. The employee must occasionally lift office products and supplies weighing up to 20 pounds.   Must be able to physically, with or without accommodation, operate a computer, phone and/or copy machine.  Must possess the ability, with or without accommodation, to express oneself, communicate with others, listen and exchange information.


To be considered an applicant for this position you must show how you meet the basic qualifications of the job in a resume or document you upload.

NRT LLC, a subsidiary of Realogy Corporation, is committed to providing equal employment opportunity (“EEO”) and will make employment decisions without regard to race, color, religion, national origin, citizenship, age, sex, gender, sexual orientation, sexual preference, gender identity or gender expression, veteran status, marital status, disability, or any other characteristic protected under applicable laws and regulations. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of disability, protected veteran status or any other characteristic protected under applicable laws and regulations.Under the Americans with Disabilities Act and other applicable laws Realogy will provide reasonable accommodation to disabled applicants upon request during the application process to ensure equal opportunities to be considered for employment.

Nearest Major Market: Chicago

Job Segment: Accounts Payable, Secretary, Real Estate, Branding, Finance, Administrative, Customer Service, Sales, Marketing

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