Office & Compliance Manager

POSITION OVERVIEW

This seat combines three jobs that keep our office running: Office Receptionist, Compliance Manager, and Office Coordinator. You are the first voice people hear when they call and the first face they see when they walk through our front door. You also serve as the firm's consistent check on every license and transaction file, and you keep the office stocked, organized, and ready for clients.

You support every part of the firm: Sales & Leasing, Asset Management, Development, Property Management, Marketing, and IT.

GUIDED BY STEWARDSHIP. LIVED THROUGH OMEGA.

We are a commercial real estate brokerage, development, and investment platform serving the Augusta/CSRA and Aiken markets, with a nearly 50-year track record. Our guiding principle is Stewardship: advising with the end in mind. We live it through our core values, OMEGA: Outperform, Meekness, Energetic, Grit, and Authenticity. We hire, coach, and review against them.

HOW PRIORITIES ARE ORDERED

The GM/COO sets the order:

• 01 Office Receptionist: live calls, walk-ins, and lead intake

• 02 Compliance Manager: licensing, transaction file compliance, and deal reporting

• 03 Office Coordinator: supplies, facilities, and vendors

You'll have set blocks each day for compliance work, with backup coverage on the main line, so compliance doesn't lose to the phones. Teams send recurring requests through one shared queue.

CORE FUNCTION 1: OFFICE RECEPTIONIST

• Answer the main line live and greet every visitor who comes through the front door

• Establish monthly floor duty cadence

• Pre-qualify inbound leads with our standard intake script: property type, buy, sell, or lease, size and budget range, timing, decision-maker, and how they found us

• Log every lead in the CRM, route it to the right broker the same day under the GM/COO's routing rules, and confirm the broker made contact

• Own complaints from clients, tenants, and vendors, and follow each one until it's resolved

• Close the loop between teams: lead to broker, listing to marketing, new management account to property management, new hire to IT

CORE FUNCTION 2: COMPLIANCE MANAGER

• Onboard new licensees

• Handle license transfers in Georgia and South Carolina when brokers join or leave

• Track continuing education and renewals for every broker and entity

• Review every listing agreement, contract, lease, and closing statement for required documents, disclosures, and signatures

• Track expiring listings and alert brokers before they lapse

• Follow up with brokers until each file is complete

• Keep the pending deals report current and deliver it to the GM/COO every week

• Report closings once they take place

CORE FUNCTION 3: OFFICE COORDINATOR

• Order office supplies and paper products

• Stock the fridge and coffee supplies

• Water the plants and keep common areas ready for clients

• Coordinate sign storage, check-out, and return

• Manage facilities requests and office vendors

• Collect W-9s and certificates of insurance from vendors and keep them current

WHAT THIS ROLE IS NOT

• Not a broker. You gather information and connect people. You don't advise on pricing, terms, or property value.

• Not legal counsel. You spot issues and bring in our attorneys.

• Not a transaction coordinator. Brokers run their own files. You check them.

• Not bookkeeping. Vendor payments, trust accounts, and property accounting stay with Accounting.

HOW SUCCESS IS MEASURED

Office Receptionist:

• Inbound calls answered live during business hours

• 100% of leads logged and routed the same business day

• Every complaint acknowledged within one business day

Compliance Manager:

• Every listing, contract, lease, and closing statement reviewed within three business days

• Zero lapsed licenses, and no listing expires without the broker being alerted

• Pending report delivered every week, and every closing reported

Office Coordinator:

• The office never runs out of supplies, coffee, or paper products

• Consistent sign inventory

• A current W-9 and certificate of insurance on file for every active vendor

WHO YOU ARE

• 2+ years in real estate administration, compliance, transaction coordination, or title and escrow, ideally including client-facing work

• Warm with callers and firm on the rules. You can say no to a top producer and keep the relationship.

• You follow through. Open loops bother you.

• A Georgia real estate license is strongly preferred

TOOLS

Our CRM, our transaction management platform, ClickUp, Google Workspace, Microsoft Office, and our phone system.