ADMINISTRATIVE ASSISTANT

SUMMARY

Provides comprehensive administrative, operational, and front-desk support across Bear Real Estate Group. This role serves as a central point of coordination for office operations, mail processing, phone coverage, assisting walk-in customers, escalating and tracking customer issues, supplies management, employee support tasks, and corporate credit card administration, while maintaining a high level of professionalism, accuracy, and confidentiality.

DUTIES AND RESPONSIBILITIES

Front Desk & Walk-In Customer Support

• Serves as the first point of contact for walk-in customers, providing courteous, professional, and responsive assistance.
• Listens to customer questions, concerns, or complaints and gathers relevant information to ensure accurate understanding of the issue.
• Appropriately escalates customer concerns to the correct internal department or individual based on issue type.
• Tracks customer issues and complaints to ensure proper documentation, timely follow-up, and resolution.
• Communicates status updates as needed and ensures follow-through with internal teams until issues are resolved or transferred to the appropriate owner.
• Maintains professionalism and discretion when handling sensitive or confidential customer matters.
• Answers and directs incoming phone calls in a professional and courteous manner.
• Screens calls, forwards voicemails, and ensures messages are delivered to appropriate personnel in a timely fashion.

Mail & Shipping Operations

• Receives, opens, sorts, scans, and distributes incoming mail to appropriate departments with a high degree of accuracy and attention to detail.
• Processes outgoing mail, including applying postage, preparing certified mail, and ensuring timely delivery to postal or courier locations.
• Creates and manages FedEx shipping labels and coordinates daily package drop-offs within required deadlines.
• Identifies and routes specialized mail (legal, compliance, development, accounting, vendor inquiries) to the appropriate internal contacts.

Employee & Office Administration

• Maintains and updates the employee directory; prepares and distributes printed copies as needed.
• Manages employee birthday and anniversary tracking, including calendar entries, card coordination, and celebratory arrangements.
• Assists with employee-related tasks such as preparing and sending baby gifts and supporting internal acknowledgements.

Office, Kitchen & Conference Area Management

• Stocks and maintains kitchen, realty, and conference room areas, including beverages, utensils, paper goods, and coffee stations.
• Oversees routine cleaning schedules for refrigerators and shared equipment; communicates clean-out schedules and performs periodic deep-cleaning tasks.
• Monitors office cleanliness and coordinates trash and recycling removal as needed.

Supplies, Equipment & Inventory

• Orders office supplies, business cards, name plates, printer toner, postage supplies, and other operational materials.
• Maintains inventory levels and communicates supply needs to management.
• Coordinates return of used cartridges and ensures supplies are stored appropriately upon arrival.

Corporate Credit Card Administration

• Codes and reconciles corporate credit card transactions, ensuring receipts are obtained, attached, and properly documented.
• Follows established coding standards, including operating company, purchaser, and item/service details.
• Communicates with cardholders to obtain missing documentation and ensures monthly completion deadlines are met.

Clerical & Administrative Support

• Performs general clerical duties including filing, scanning, photocopying, and correspondence preparation.
• Maintains organized filing systems for physical and electronic records.
• Assists with special projects, training participation, and other administrative tasks as assigned by management.
• Demonstrates discretion and professionalism when handling confidential and sensitive information.

QUALIFICATIONS

• Two years related experience, or equivalent combination of education and experience.
• Excellent verbal and written communication skills.
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions.
• Ability to deal effectively with individuals at all organizational levels.
• Good judgment with the ability to make timely and sound decisions.
• Ability to work independently and as part of a team.
• Acute attention to detail.

WHAT YOU'LL LOVE ABOUT WORKING HERE:

• Invest in Your Future: 401(k) with company match, plus annual merit-based increases
• Prioritize Your Health: Comprehensive medical, dental, vision, life insurance, Long-Term Disability, and FSA and HSA options.
• Recharge and Renew: Generous paid time off and 8+ paid holidays.
• Voluntary Benefits: Short Term Disability, Accident, Critical Illness, and Hospital Indemnity.
• Keep Growing: Ongoing education, leadership training, and advancement opportunities across all departments.
• Celebrate Together: Annual employee appreciation events, team outings, and company-wide recognition programs.
• Make an Impact: Contribute to meaningful projects that shape neighborhoods and improve lives.
• Be Rewarded : Eligible for performance-based bonuses.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Bear Real Estate Group is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.