Office Manager Assistant

Job Description

Job Description

Office Manager Assistant Billings Office

This is a part-time (20 hours per week), non-exempt position - Monday through Friday, 4 hours per day. Schedule to be determined in advance of hire. Hours may increase eventually, but are not guaranteed.

The Office Manager Assistant reports directly to the Office Manager (“OM”), as this position assists the OM with her duties and will cover tasks required when the OM is out of the office. The Assistant also communicates directly with the HR Director in the PureWest Kalispell Office.

Requirements: Great communication skills, working knowledge of basic Microsoft Office programs, Adobe Acrobat, and customer service experience. Experience in real estate is a plus. The ability to multitask in a fast-paced environment is essential.

Job Requirements: Working knowledge of Microsoft Office programs such as Microsoft 365, OneDrive, Teams, Word, Excel, and Calendar. Customer service experience, willingness to work independently, proven integrity, trustworthiness, reliability, be able to complete requested tasks and projects in a timely fashion in order to meet deadlines, be receptive to new ideas, and candid in the sharing of information, and always be professional.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone and keyboard; reach, stoop, kneel to reach items on or near the floor

• Specific vision abilities required by this job include close vision requirements due to computer work

• Light to moderate lifting is required occasionally, 10-25 pounds

Job duties are as follows:

• Train with Office Manager and provide support in any way possible
• Learn transaction management and cover if Office Manager is out
• Greeting and Directing Prospective Clients or visitors to the office
• Prepare Commission Statements weekly or as needed
• Manage the organization of purchases with the AMEX card and provide appropriate and timely receipts or support for invoices to the appropriate person.
• Prepare Monthly Agent Billing and review with OM before submitting to corporate office.
• Collate and print marketing collateral, and keep pre-printed media, Listing Presentations and Relocation Packets stocked.
• Answers phone
• Assist with special events like customer appreciation, holiday, donations and fundraising events.
• Daily mail check and distribution, prepare bank deposits and take to bank if needed
• Track Agent Postage and SWAG expenditures for month end
• Monitor and track signs and SWAG inventory
• Assist with referrals as needed
• Train on Platform/Christie’s Resource Gallery software and be available to help all PureWest agents
• Maintain Safety Manual and Emergency Plan as needed
• Assist with tracking agent information such as birthdays, anniversaries, access codes, certifications and other documents as requested. Send out Birthday cards prior to staff/agent birthdays to ensure they are received in a timely manner
• Keep office, entrance way, and patio picked up and presentable, including light housekeeping and water plants as needed. Maintain closets and storage areas
• Keep snacks/drinks, office and cleaning supplies stocked as needed. Place supply timely supply orders after reviewing with OM, meeting budgetary guidelines
• Prepares and distributes team meeting agenda and minutes as needed
• All other duties as assigned or requested