Administrative Assistant

Job Description

Job Description Job Title:

Administrative Assistant Company:

Bucks County Estate Traders Location:

Hatfield, PA Reports To:

Executive Management About the Role

Bucks County Estate Traders is seeking a highly adaptable and driven Administrative Assistant to join our team. Unlike a traditional administrative role, this position is a dynamic, cross-functional generalist role designed to support the company’s highest-priority initiatives while helping us build scalable, repeatable processes. Working directly at the request of Executive Management, you will serve as a vital internal resource, floating seamlessly between Customer Experience, Marketing, Logistics, and Technology. The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, can quickly pivot to address the company’s greatest operational needs, and has a keen eye for documenting how things work. Key Responsibilities

Executive & Strategic Support:

Act as the right hand to Executive Management, taking on special projects and shifting focus daily or weekly based on the company's most pressing goals.

SOP Creation & Training:

Observe and document departmental workflows to create comprehensive Standard Operating Procedures (SOPs). Use these materials to lead cross-training initiatives and assist in onboarding new hires, ensuring company-wide consistency.

Customer Experience (CX):

Step in to support client communications, resolve inquiries, manage customer feedback, and ensure a seamless, high-end experience for buyers and sellers.

Marketing & Sales Support:

Assist with listing creations, content updates, social media coordination, and email marketing campaigns during peak promotional periods.

Logistics & Operations:

Help coordinate inventory management, track shipping and receiving schedules, and liaise with drivers and warehouse staff to clear operational bottlenecks.

Technology & Data Administration:

Assist with basic tech troubleshooting, CRM data entry, inventory database management, and the implementation of new software tools across teams.

Cross-Functional Agility:

Rapidly learn the core functions of each department to provide effective cover during staff absences, busy seasons, or major company transitions.

Qualifications & Skills

Extreme Adaptability:

Proven ability to switch gears quickly, learn new systems on the fly, and manage competing priorities without getting overwhelmed.

Process-Oriented Mindset:

Strong attention to detail with the ability to break down complex workflows into clear, easy-to-follow documentation and training materials.

Stellar Communication:

Excellent written and verbal communication skills, with the ability to interact professionally with executives, warehouse staff, and high-net-worth clients alike, as well as patiently train team members.

Tech-Savvy:

Comfortable navigating various software platforms (CRMs, inventory management systems, Microsoft Office/Google Workspace) and a quick learner when introduced to new tech.

Problem-Solving Approach:

A proactive thinker who doesn't just wait for instructions but actively looks for ways to standardize, improve, and streamline processes to relieve pressure on busy teams.

Experience:

Previous experience in an administrative, operations, or generalist role is preferred. Experience writing SOPs or conducting team training is a significant advantage.

Why Join Bucks County Estate Traders?

This is not a position where you will be stuck behind a desk doing the same thing every day. You will get a front-row seat to how the entire business operates, gain hands-on experience in multiple departments, and work directly with decision-makers to build the systems that will drive the company forward.