Summary
Overview
Work History
Education
Skills
Websites
Certification
Volunteer Experience
Timeline
Generic

Sarah Tobin

Indianapolis,IN

Summary

A results-driven administrative leader aiming to contribute strategic oversight and improvement to an organization that values operational excellence and collaborative leadership in a team environment. Preferred environment encompasses roles in real estate, property management, residential and commercial construction, or home renovations.Experienced Office Manager and administration professional with 10 years of experience in overseeing wide variety of essential functions in bustling business. Analytical in optimizing productivity, efficiency and service quality across various offices within diverse environments. Highly organized with strengths in prioritizing tasks and managing deadlines.

Overview

18
18
years of professional experience
1
1
Certification

Work History

Office Manager

Advance Electric
Indianapolis, IN
01.2024 - Current
  • Coordinated all incoming calls, voicemails, and ongoing order status updates
  • Scheduled appointments within calendar
  • Documented thorough tracking of all active clients and influx of new orders.

Primary Caregiver

Caregiver to Family
Indianapolis, IN
07.2018 - 02.2025
  • Oversaw and regulated all financial accounts, covering accounts payable
  • Dedicated extensive hours communicating with insurance and billing on data management
  • Arranged transportation logistics for various appointments
  • Oversaw routine living tasks and ensured cleanliness of household
  • Helped patient move around within the home or facility using appropriate equipment

Executive Assistant to Agent

Keller Williams
Indianapolis, IN
01.2023 - 08.2023
  • Facilitated private viewings for prospective buyers ahead of market launch.
  • Conducted property evaluations incorporating auditing metrics and photography enhancements for presentations
  • Adjusted property statuses across MLS and KW HQ
  • Established streamlined filing system improving productivity and achieving 25% gain in efficiency
  • Crafted and distributed monthly marketing emails to enhance audience outreach.
  • Tracked unsubscribe requests in database to guarantee compliance
  • Allocated physical mailers to all active clients while updating CRM with returned mail.
  • Maintained confidential records and files related to executive operations.
  • Organized personal and professional calendars with reminders for upcoming meetings and events.
  • Checked personal and professional activities to remind employer of priority tasks and deadlines.

Licensed Executive Assistant / Office Manager

Advisors Commercial Real Estate
El Segundo, CA
10.2015 - 07.2018
  • Directed administrative and logistical oversight facilitating smooth operations in support of eight executives consisting of two Managing Principals, one Director, one Senior Associate, four Associates, and internal staff
  • Arranged and assisted with appointments for Managing Principals and Director.
  • Managed time-sensitive requests under tight deadlines
  • Recorded updates of property listings on MLS, CoStar/Loopnet, and diverse public websites.
  • Administered office inventory while maintaining strong vendor relationships, encompassing accounts payables.
  • Coordinated and managed building maintenance and IT issues
  • Onboarded and assisted office staff and interns in addressing various requests
  • Tracked sales performance for eight agents, maintaining detailed records for analysis.
    Provided weekly email updates on listing status to enhance team visibility.
  • Assessed property valuations and executed due diligence to formulate competitive market pricing.
  • Compiled legal documentation such as listing agreements, purchase agreements, and closing statements via CAR forms.
  • Streamlined due diligence efforts for property owners targeting potential buyers
  • Produced tailored marketing packages and proposals to drive client interest.
  • Compiled in-house submarket reports for strategic insights into market dynamics.
  • Developed personalized letters and postcards for successful client communication.
  • Executed social media strategies aimed at elevating brand presence.
  • Managed key exchanges and supervised closing procedures at escrow completion.
  • Generated and forwarded monthly expense reports to corporate

Licensed Executive Assistant

Marcus & Millichap, Commercial Real Estate
Los Angeles, CA
04.2015 - 10.2015
  • Aided two senior associates in optimizing workflow
  • Administered data control related to properties and property owners
  • Interpreted property title trusts utilizing TitlePro, LexisNexus, County Assessors Office, and public records.
  • Coordinated inspections with tenants, retrofit projects
  • Partnered with marketing vendors to create monthly postcard campaigns
  • Distributed weekly email blasts to approximately 1,000 subscribers regarding current listings and escrow activity
  • Ensured that all relevant paperwork was completed accurately prior to submission for approval.
  • Oversaw inventory control processes ensuring availability of supplies at all times.

Operations Coordinator

Robert Half International
Los Angeles, CA
06.2009 - 04.2015
  • Assisted branch manager and seven financial staffing executives in top-producing division within Southern California
  • Applied sound judgment, upheld confidentiality standards, and prioritized tasks with urgency each day
  • Generated daily reports detailing sales activity and rectified financial discrepancies
  • Reviewed billing invoices for clients
  • Served as gatekeeper during heavy call volume, ensuring effective inquiry management. Engaged with frustrated callers to understand concerns and provide solutions.
  • Arranged and set up conference rooms for financial meetings.
  • Input and maintained extensive data within company CRM.
  • Conducted training sessions for new employees on operational procedures.
  • Collaborated with subordinate managers to assess needs and optimize activities.
  • Prepared weekly schedules to verify proper floor coverage within fiscal guidelines.
  • Developed strategies for streamlining workflow processes.

Lead Administrator/Branch Operations Manager

Robert Half International
Indianapolis, IN
02.2008 - 06.2009
  • Supported Branch Director and Regional Vice President
  • Oversaw daily activities of two administrative assistants, providing critical support to six financial recruiters.
    Streamlined processes for six financial recruiters, contributing to improved recruitment outcomes.
  • Procured marketing materials and analyzed budget quotas on a monthly basis
  • Utilized diverse reporting tools to track executive expenses and generate bi-monthly expense reports.
  • Executed weekly preparation and mailing of accounts payable.
  • Oversaw all internal employee files, benefit inquiries, and open enrollment processes.
  • Organized all necessary new hire packets and led effective new hire orientations.
  • Managed human resources processing of background checks, termination forms, and leave of absence requests.
  • Orchestrated upgrades and new protocol execution from corporate headquarters at branch level.
  • Executed production and mailing of roughly 1200 letters on a monthly
  • basis
  • Collaborated with other departments on special projects as needed.
  • Oversaw the preparation of contracts, agreements, invoices.
  • Followed up with customer accounts to resolve unpaid or past due accounts.
  • Coordinated with IT department to resolve technical issues and maintain computer systems.
  • Monitored budget expenditures and prepared financial reports for review by management.

Customer Service/Sales (Contract)

Office Team
Indianapolis, IN
09.2007 - 01.2008
  • Identified needs of customers promptly and efficiently
  • Addressed multiple callers' technical challenges while managing order and return transaction processing.
  • Enhanced product sales and streamlined order processing for new and established clients
  • Approached customers and engaged in conversation through use of effective interpersonal and people skills.

Education

Bachelor of Arts - Telecommunications

Indiana University
Bloomington, IN

Skills

  • Microsoft Office and Adobe Suite
  • CoStar and Loopnet
  • Office administration and support
  • Calendar and scheduling management
  • Data and document management
  • Vendor and contract management
  • LexisNexis and TitlePro24
  • DocuSign and Genius Scan
  • Zoom and Teams collaboration
  • Mailchimp and Constant Contact
  • Typing proficiency (60 WPM)
  • Client communication skills
  • Financial reporting expertise
  • CRM software proficiency
  • Document preparation skills
  • Team coordination strategies
  • Workflow optimization techniques
  • Inventory control methods
  • Performance improvement initiatives
  • Administrative operations management
  • Event coordination skills
  • Expense reporting accuracy
  • Compliance monitoring practices
  • Relationship building strategies
  • Business administration fundamentals
  • Time management techniques

Certification

  • California Real Estate Salesperson License, Active, CalBRE # 01954525, 06/2014
  • Indiana Real Estate Salesperson License, Inactive, 08/2019

Volunteer Experience

Much Love Animal Rescue, Los Angeles, CA, 08/2014, 08/2017, Helped in coordination and coordination of community outreach projects, including event planning, donation distribution, and volunteer team support

Timeline

Office Manager

Advance Electric
01.2024 - Current

Executive Assistant to Agent

Keller Williams
01.2023 - 08.2023

Primary Caregiver

Caregiver to Family
07.2018 - 02.2025

Licensed Executive Assistant / Office Manager

Advisors Commercial Real Estate
10.2015 - 07.2018

Licensed Executive Assistant

Marcus & Millichap, Commercial Real Estate
04.2015 - 10.2015

Operations Coordinator

Robert Half International
06.2009 - 04.2015

Lead Administrator/Branch Operations Manager

Robert Half International
02.2008 - 06.2009

Customer Service/Sales (Contract)

Office Team
09.2007 - 01.2008

Bachelor of Arts - Telecommunications

Indiana University

Similar Profiles

CREATE PROFILE
Sarah Tobin