Receptionist/Administrative Assistant

Receptionist & Administrative Assistant

Brown Harris Stevens Residential Sales, LLC is the quintessential luxury residential real estate firm, renowned for its leadership and culture of professionalism and discretion since 1873. With offices in New York City, Hudson Valley, The Hamptons, Connecticut, New Jersey, Palm Beach, and Miami, our brokers set the standard in the industry through their dedication, expertise, and exceptional track record.

We are seeking a dynamic and professional Receptionist & Administrative Assistant to manage all lobby and reception desk functions. This role is responsible for greeting visitors, scheduling conference rooms, and providing part-time administrative assistance to agents. The ideal candidate will also assist with coordinating meetings, catering, and various administrative projects as needed.

Reception Duties:

• Manage the reception area, including answering phones and greeting visitors.
• Maintain office calendar, schedule messenger requests, and notify agents of package arrivals.
• Distribute office attendance updates and notify staff of unclaimed commission checks.
• Update and maintain the office directory, floor plan, and licensing records.
• Ensure front desk and conference rooms are organized and prepared for meetings.
• Facilitate communication between agents and internal departments (Accounting, Marketing, Human Resources, etc.).
• Accurately type, prepare, and coordinate board packages as instructed by agents.
• Provide administrative support, including drafting exclusive agreements, extensions, leases, riders, letters, deal summaries, and commission bills.
• Assist agents with mailing, faxing, and messenger services.
• Maintain consistency and high-quality standards in all work products.
• Assist with special projects as needed.
• Manage listings database tasks such as entering listings, updating open houses, adjusting prices, and making online alterations.

Administrative Duties:

• Prepare and copy board packages as directed by agents.
• Assist agents with uploading listing photos, running credit reports, and responding to client inquiries.
• Proofread all deliverables, communications, and documents to ensure accuracy.
• Maintain the agent mailbox directory.
• Provide backup administrative support when required.
• Support special projects as assigned.