Administrative Assistant

Job Title: Administrative Assistant

Reports to: Branch office Manager

Job Summary:

The Administrative Assistant will assist management with the smooth operation of all office, broker, and administrative support services. The individual will provide brokers with the tools to assist them with their selling, and help increase their productivity for the office and the company.


The Administrative Assistant needs to be good problem-solver and can work well independently. Additionally, the individual must possess a high level of interpersonal skills, provide excellent customer service, and have a wonderful phone personality to effectively interact with staff, brokers, and clients.


Essential Functions:

Handles all responsibilities for front receptionist desk

• Answer all incoming calls and transfer them accordingly
• Sorting and delivering of all incoming mail: UPS, USPS, and interoffice
• Calling and tracking messengers for outgoing packages
• Responsible for checking fax machine for incoming faxes
• Responsible for all overnight mail

Maintain all Marketing Materials for Brokers

• Maintain full supply of marketing materials for pitch packages
• Create all pitch packages as requested by brokers

Maintain neat and orderly professional working environment

• Maintain entire front reception area
• Maintain conference room and schedule
• Maintain & stock kitchen for full usage

Provide Miscellaneous Administrative Duties

• Drawing up documents, typing board packages and leases, etc., as requested
• Assist brokers and customers with listing questions using LIMO
• Printing of mailing labels at broker's requests for their mailings
• Add postage on agent's mailings, as needed

Agent Mailings

• Enter and correct return mailings into MailList program
• Filtering all USPS mail sent to mail center

Qualifications:

• Minimum 2 years of experience in administrative / reception work
• Proficient in Microsoft Word, Outlook, Intranet, and Internet

• Real Estate experience, a plus