Branch Office Administrator

Job Description

The Team:

At CanZell, our vision is to create the first global real estate company that provides agents with technology, training, support, and leadership so that they can provide a wowing experience to their clients, every time. We want to change the lives of the communities we serve through abundant giving! Our focus is centered around making the home buying and selling process easier for our clients. We leverage groundbreaking technologies to make the experience more efficient. We are committed to understanding the needs of our agents and exceed their expectations. CanZell is built on honesty and integrity.


The Branch Office Administrators are there to help serve agents throughout their time here! They process and reconcile a wide variety of documents; transaction documents, Purchase Agreements, ALTA’s, department billings, vendor statements; review and code financial information’ prepare and process documents to disburse funds, make deposits and prepare reports; compile and review information for accuracy; and maintain records. In this Branch Office Administrator position, attention to detail, ability to follow through processes, and communication are KEY ingredients to our team’s success. We are committed to providing support to our agents and leadership team across the country. This position is only for someone passionate about helping and supporting agents with any questions or concerns they have!


The Ideal Candidate:

The ideal candidate is an extremely detail-oriented person who thrives in a fast-paced business environment, working both with a team and independently, assisting with multiple agents, and has a supportive and approachable communication style. The Branch Office Administrator must be flexible, must be able to problem solve on their own, must be responsive, must have the ability to multi-task, must have superior communication skills, and must always be mindful of how their behavior and interactions reflect on the Department, their Supervisor(s), and the company as a whole.


The Role’s Responsibilities may include:

Branch Office Administrators may be responsible for, but not limited to, the following:

Full Transaction Coordination includes:

  • QC all files for all documents, signatures, and required fields
  • Send welcome letters to clients, cooperating agents, attorney’s, lenders, and other transaction coordinators
  • Remind agents of important dates and make sure deadlines are met
  • Check on files with lenders and attorneys weekly to make sure closings are scheduled on time
  • Review ALTA’s and CD’’s for correct commission disbursement and transaction fees
  • Final QC to make sure all documents are in for compliance
  • Process commission and agent payout
  • Listing Properties
  • Communicating with every party involved in the transaction
  • Ensure all documents are completed by each deadline
  • Mark Properties Pending/SOLD
  • Ensure all contact information is up to date in each transaction

Onboarding Specialist Responsibilities Includes:

  • Assist in developing a world class customer service support team
  • Assist in onboarding new agents by adding them to our systems as needed
  • Provide a smooth transition for new agents helping them when issues arise
  • Assist our new agents in getting acclimated within Canzell
  • Communicate key messages effectively ensuring recipients are well informed about issues impacting them or others
  • Proactively call our new agents to ensure a smooth transition into Canzell
  • Learn how to issue and answer questions regarding technology tools utilized by Canzell onboarding
  • Learn how to use and answer questions regarding all technology tools utilized by Canzell as it relates to onboarding
  • Answer questions from agents via phone, chat, email, and ticketing system
  • Contribute to the development and management of departmental training materials
  • Contribute to the documentation, processing, and continuous updating of departmental SOP’s (Standards of Practice)
  • Identify areas for improvement in working with new and veteran agents
  • Support agents and other internal departments by phone, email, chat, support tickets, or in person
  • Learn basic information about the real estate industry
  • Create, edit, post, and maintain onboarding instructional videos
  • Import and export data from technology platforms as needed
  • Contribute to the monitoring of the department’s incoming email communication
  • Support other departments as it relates to training and supporting our agents
  • Participate in employee cross-training opportunities to better support Canzell and other departments
  • Work constructively with other functional areas, throughout the organization to collaborate and leverage best practices
  • Disseminate information quickly, answer questions, and manage follow-ups as required
  • Develop a positive working relationship with our agents, leadership, and staff throughout the organization
  • Contribute to a culture of continuous improvements, new approaches, and personal excellence
  • Meet/exceed individual KPI’s and Quality Monitoring scores as well as various other reporting needs

Other Responsibilities include:

  • Onboarding Agents
  • Offboarding Agents
  • Keep all agents E&O accounting up to date
  • Manage questions/comments on transactions and agent help via Slack, Workplace, and email
  • Help with systems that run our business
  • Create new systems to help agents be more efficient
  • Create and execute the vision and growth of the company
  • Setting up interviews through email, text, and phone calls
  • Following up on agent applications
  • Distribute Mail daily
  • Schedule maintenance issues
  • Greeting clients and agents as they enter the office
  • Order office supplies
  • Pay bills
  • Ensure all marketing agreements are up to date or added daily
  • Creating Social Media posts



Required skills: Exceptional customer service skills and attention to detail, ability to effectively learn new technology platforms, very strong computer skills, self-motivated, ability to work without supervision, ability to prioritize responsibilities, ability to follow through on a project to completion with little-to-no supervision, experience with Facebook and other social media platforms, ability to interact positively with agents and the team, ability to calculate commissions, and ability to train new employees/agents.


Required traits:

To be successful in this role, the ideal candidate must have the ability to communicate well, motivate the ream, handle responsibilities, listen to feedback, have the flexibility to solve problems themselves, and must have strong verbal and written communication. They must have a strong desire to be part of and make valuable contributions to fast-paced environments, effective active listening, eagerness to learn, flexibility, trustworthiness, internal drive to grow and succeed while still helping others.

Pluses include Prior Real Estate experience, Real Estate transaction experience, QuickBooks experience, Microsoft 360 experience, experience with Google Drive and Google applications.


Job Type: Full-Time

Schedule: 8 Hour Shift

Work Location:

Corporate Office – 4598 Broad St Virginia Beach VA 23462


  • Medical
  • Health Savings Account
  • Dental Insurance
  • Vision Insurance
  • 401 (k)
  • Disability Insurance
  • Flexible Schedule
  • Paid time off

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